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 compl