Administrative Assistant III - Contract Purchasing Administrator

Kilgore, TX
Full Time
Purchasing
Experienced

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.

Minimum Position Requirements:
 
  • 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.

Supervisory Responsibilities:
 
  • 0 Full-Time Direct Reports    0 Part-Time Direct Reports

Physical Demands and Work Environment:
 
  • Work is typically performed in a standard office setting.
  • Occasional lifting/moving of items up to 30 pounds may be required.
  • Minimal exposure to physical risks.


Safety:
 
  • Contribute to a culture of workplace safety and compliance.
  • Ensure contract and purchasing practices align with institutional and regulatory guidelines.


Benefits and Perks
 
  • 36-hour work week for a healthy work life balance as well generous paid leave time.
  • Health, life, and income protection insurance are provided.
  • An excellent retirement program through the Teacher Retirement System
  • Full Time employees have free use of the college’s recreational/fitness facilities.
  • Full Time employees are eligible for the Public Student Loan Forgiveness (PLSF) after 10 years of service.
  • Tuition scholarships are for the employee and dependents. 
  • Compensation for this 12-month position is $35,017.
Kilgore College does not participate in the federal Social Security program. 

All full-time positions are located in Kilgore, TX. No fully work from home positions are available at this time. All employees must be available to physically present to work on the Kilgore, TX or Longview, TX Campus. Some Part-Time and Adjunct positions may be offsite but the candidate MUST live in the State of Texas.

Kilgore College is a two-year, comprehensive public community college with a campus in Kilgore and an extension center in Longview, Texas. With approximately 7,000 students, Kilgore College is a student-centered institution characterized by excellence in teaching and quality learning opportunities. Kilgore College is focused on continually improving their students’ holistic experience leading them to success in life while improving access to higher education and partnering with those who advance the vision of a stronger community culturally, socially and economically.

Vision Statement: We commit to be the higher education institution of choice in Northeast Texas.

Positions will remain open until filled. Some Adjunct and Part-Time teaching positions may remain open perpetually as the need for part time instructors fluctuates with student enrollment. Teaching positions will be required to submit official transcripts upon an offer of employment. An offer of employment will be contingent upon passing a background check. Federal law prohibits the employment of unauthorized aliens. All persons hired must submit satisfactory proof of employment authorization and identity within three (3) days of being hired. Failure to submit proof within the required time shall result in immediate employment termination. All position appointments are subject to approval by the college's Board of Trustees.

This description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions.

Kilgore College is an equal opportunity institution and does not discriminate on the basis of sex, race, color, religion, age, national origin, disability in violation of Section 504 of the Rehabilitation Act or 34 C.F.R. Part 104, veteran’s status or genetic information in its educational programs, employment policies or activities.

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