Contract Lifecycle Management System Manager (Hybrid) - Resource Management

CP00001 Washington University in St Louis • Full-time • North Campus Main Building, United States of America • 1w ago

Scheduled Hours

37.5

Position Summary

The Contract Lifecycle Management (CLM) System Manager is responsible for the oversight, maintenance, and optimization of the University’s CLM tool. This position will ensure the efficient operation of the system, manage workflows, provide technical support and training to users, collaborate with various departments (including but not limited to the Office of General Counsel, the Office of Information Security, and the Office of Insurance and Risk Management) to streamline contract processes, participate in contract review ensuring completeness with the system’s processes, and manage the system’s administrative functions.

The University is currently in the process of implementing a new CLM tool to facilitate and automate centralized contract reviews and management. This position will be responsible for assisting with this implementation, developing workflows, managing data migration, rolling out the tool University-wide, providing training to applicable users, developing internal policies and procedures, and ensuring a successful implementation.

Job Description

Primary Duties & Responsibilities:

Contract Management Support

Support Procurement team in the processing of contracts to ensure compliance with the University’s policies and procedures.
Manage intake process including ensuring accuracy and completeness of data and proper routing to stakeholders.
Oversee contract review workflow to ensure appropriate reviews, approvals and signatures with relevant stakeholders, including applicable departments heads, general counsel, insurance and risk management, information security, procurement office, and executive leadership.
Communicate as needed with University clients, including faculty, staff, and executive staff concerning contract negotiations, process, and status; including follow-up on pending documents and outstanding items.
Communicate with 3rd parties as needed to assist with workflow/process issues.
Maintain accurate records of contract review and signatory activities within the CLM tool.
Support analytics by generating reports and metrics around contract management performance.

User Support

Serve as the primary point of contact for users regarding system inquiries, training, and technical support.
Provide training sessions and documentation to educate users on system functionalities and best practices.
Develop and update reference and training materials, including information available on applicable websites.
Address user concerns promptly and effectively to maintain user satisfaction.
Address any processing or workflow problems that may arise within the CLM tool.

Process Improvement

Collaborate with stakeholders across departments to evaluate and improve contract management processes.
Support data analysis to identify trends and opportunities for process and administrative improvements within the contract management process, including additional opportunities for automation, standardization, and efficiency gains within the system.
Implement enhancements and updates to optimize contract workflows and increase productivity.
Use creative problem-solving skills to assist University customers, exploring ways to extract and deliver more value.

System Administration

Manage CLM user access and privileges, configurations, workflow rules and approval steps, contract template and clause libraries, and system updates.
Monitor system performance and troubleshoot issues to ensure smooth operation.
Implement system enhancements and integrations to meet evolving needs.
Effectively manage and communicate changes to relevant CLM stakeholders, resulting from system or process enhancements.

Data Management

Oversee data integrity within the CLM tool, ensuring accurate and up-to-date information.
Develop and maintain reports and dashboards to provide insights into contract performance and compliance.
Develop methods to quantify the outcomes of training efforts, user experience and issues, and resolution of system or process issues.
Work with Security to implement data security measures to safeguard sensitive information and comply with regulatory requirements.
Maintain accurate records of contracts and documentation for audit purposes.

Compliance and Governance

Ensure adherence to university policies, legal requirements, and industry standards related to contract management.
Assist in the development and enforcement of contract management policies and procedures.
Support regular audits and reviews to assess compliance and mitigate risks.

Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

Preferred hybrid position with some in-office presence, subject to the University's policies.
May require travel from office to other university locations and to off-site meetings around St. Louis.
Minimal overnight air travel but can happen occassionally.

Physical Effort

Typically sitting at a desk or table.
Ability to travel to on- and off-campus locations.
Not a physically demanding position in terms of lifting
Needs high energy for potential long hours.

Equipment

Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor's degree

Certifications:

No specific certification is required for this position.

Work Experience:

University Environment (5 Years)

Skills:

Workday Software

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications:

Bachelor’s degree in Business Administration, Information Technology, Finance or a related field plus five or more years of related experience in a university or corporate setting; OR a combination of experience and education from which comparable knowledge, skills and abilities have been acquired.
Three years of experience administering a CLM tool.
Experience with complex process development and training (Submitted SNOW to add Work Exp).

Preferred Qualifications

Education:

No additional education beyond what is stated in the Required Qualifications section.

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Analytical Thinking, Contract Lifecycle Management (CLM), Contract Processing, Data Integrity, Detail-Oriented, Independent Judgment, Interpersonal Communication, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Multitasking, Networking Relationships, Oral Communications, Organizing, Process Improvements, Work Relationships, Written Communication

Grade

G11

Salary Range

$53,100.00 - $90,600.00 / AnnuallyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please emailCandidateQuestions@wustl.eduor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Take advantage of our free Metro transit U-Pass for eligible employees.
WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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