Administrative Assistant III - Contractor Purchasing Administrator

Position summary:

The Contract Purchasing Administrator is a critical member of the Business Office team responsible for managing institutional contracts and supporting purchasing functions. This role ensures contract visibility, compliance, and timely renewal while also contributing to the college’s purchasing operations. In addition to traditional contract administration, this position supports procurement strategy, vendor management, and document retention practices. The Contract Purchasing Administrator also serves as backup to Receiving and Purchasing staff and contributes to special project support.

Position responsibilities:

Contract Administration:

• Conduct contract reviews to ensure inclusion of required terms, conditions, and attachments in accordance with institutional policy.
• Collaborate with department heads to identify undocumented agreements, contracts, and subscriptions; ensure they are properly entered into the contract database.
• Conduct interviews with departments to uncover undocumented agreements and subscriptions and facilitate their inclusion in the contract management system.
• Maintain an organized and up-to-date contract database with accurate tracking of renewal and termination dates.
• Organize and manage the contract email folder for efficient retrieval and response.
• Review and enter historical contracts into the contract database to close documentation gaps.
• Work with the Director and CFO to develop a contract website housing standard agreements, policies, and procedures for new contracts.
• Communicate with vendors regarding agreements, renewals, amendments, and terminations.

Purchasing and Administrative Support:

• Enter requisitions for capital projects, donor-funded purchases, and special initiatives.
• Back up requisition approval to the Director of Procurement Services & Strategic Support when needed.
• Assist with maintenance and content updates for the purchasing website.
• Revise and manage vendor onboarding packets, enabling digital submission through the Kilgore College website and Beacon Bid portal.
• Participate and/or conduct requisition and credit card training.
• Help create and maintain changes to new purchasing procedures.
• Request updates to internal procurement services web page.
• Assist with vendor maintenance and help ensure current, accurate vendor records.
• Collaborate with the Director of Library Services to ensure compliance with records retention policies and document storage protocols.

Operational Support and Coverage:

• Provide backup support for Receiving and Purchasing personnel during absences or peak periods.
• Provide operational assistance to RangerPRINT as needed.

• Excellent organizational and detail-oriented skills.
• Effective written and verbal communication skills with all levels of personnel and vendors.
• Self-motivated, task-oriented, and capable of prioritizing assignments with flexibility.
• Demonstrated experience in contract management or purchasing.
• Knowledge of contract law, contracting procedures, and pricing strategies.
• Ability to analyze and interpret contract language for compliance and issue resolution.
• Two (2) years of progressively responsible experience in purchasing or contract administration.
• Proficient in Microsoft Office Suite; experience with procurement platforms and contract databases preferred.

• 0 Full-Time Direct Reports    0 Part-Time Direct Reports

• Work is typically performed in a standard office setting.
• Occasional lifting/moving of items up to 30 pounds may be required.
• Minimal exp