Procurement Contracts Manager (5010)

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Under general supervision of the Director of Procurement Services, this position is responsible for managing the full life cycle of procurement contracts and leases for both the Board of Trustees of Southern Illinois University, on behalf of its School of Medicine, and SIU Physicians & Surgeons, Inc. d/b/a SIU HealthCare. This position is responsible for the timely preparation, review, routing, and execution of all procurement and other contractual agreements through the organization's e-procurement and contract management system, MED-BUY, for the Purchasing Office. This role ensures compliance with the Illinois Procurement Code, State regulations, Board of Trustees policies, University procedures, legal requirements, and organizational standards, while driving process efficiency, accuracy, and transparency in all contracting activities. This position provides expert guidance to departments and leadership on procurement strategy, vendor management, and risk mitigation to ensure the effective and ethical use of University and SIU HealthCare resources. The incumbent provides professional expertise in contract and lease management and serves as a liaison between program areas, legal counsel, and vendors.

50% - Contract Development and Management - Administers the end-to-end contract lifecycle in the organization's e-procurement and contract management systems-from requisition through execution, renewal, and closeout for SIU School of Medicine and SIU HealthCare.
a. Reviews and validates contract requests, ensuring all required documentation, approvals, and funding sources are in place for the School of Medicine and SIU Physicians & Surgeons, Inc., and that all documents comply with applicable laws including Illinois Procurement Code, Higher Education Procurement Rules, applicable State and Federal laws (including State of Illinois Finance Act regulations, HIPAA, Stark, etc.), and policies of the School of Medicine, the Board of Trustees of Southern Illinois University and SIU HealthCare. Resolve conflicts and address discrepancies.
b. Analyzes requests for amendments to existing contracts and make recommendations of approval or alternative solutions to senior administrators and external contractors. Assist in planning and negotiating sessions with vendors and departments.
c. Drafts a wide range of procurement-related contracts, including school-wide and clinical purchases for commodities and equipment, services, construction, professional/consulting agreements, Small Purchase Agreement Addendums, Business Associate Agreements, Non-Disclosure Agreements, and licensing agreements from all sources of funds.
d. Represents SIU School of Medicine and SIU HealthCare in facilitating negotiation of changes to proposed agreements through discussions and correspondence with legal counsel, School of Medicine leadership, clinical and academic departments and outside vendors in order to meet legal, University, State of Illinois Procurement Code and SIU HealthCare requirements. This involves extensive oral and written communication with external contractors, legal counsel, and clinical and academic departments.
e. Routes contracts for internal and external approval and signature according to established workflows and delegation of authority within SIU School of Medicine and SIU Healthcare.
f. Maintains and updates a centralized, organized, and accurate electronic contract repository using automated tools and dashboards within the organization's e-procurement and contract management systems (MED-BUY), ensuring data integrity, version control, and compliance with University retention policies.
g. Assists departments in monitoring contract term dates and renewal options to assure that contracts are renegotiated and/or renewed prior to expiration date to ensure continuity of services or need for termination. Failure to do so may negatively affect the University and/or SIU HealthCare if contractual obligations are not satisfied as defined in the agreement.
20% - Lease Development and Management - Starting in Spring 2026, manages the full lifecycle of leases and occupancy agreements, including drafting, review, execution, renewals, amendments, and terminations.
a. Coordinate lease negotiations with internal stakeholders, legal counsel, state agencies, and external landlords or tenants.
b. Monitors lease compliance, including payment schedules, expiration dates, use restrictions, and insurance requirements.
c. Maintains accurate lease records, documentation, and databases to support reporting, audits, and strategic planning.
d. Reviews and analyzes lease terms to identify risks, cost-saving opportunities, and operational impacts.
e. Serves as a primary point of contact for lease-related questions from university departments.
f. Ensures all lease activities comply with SIU University policies, State of Illinois regulations, and applicable laws.
g. Assists with property planning initiatives, space utilization analysis, and real estate strategy as needed.
h. Prepares reports, summaries, and recommendations for leadership related to lease status and portfolio performance.
10% - Advisory and Strategic Support -
a. Provides guidance and training to faculty and staff on procurement best practices, strategic sourcing, contracting strategies and compliance requirements to achieve best value and reduce risk.
b. Provides guidance to departments as to the necessity of a new contract, the amendment of an existing contract, or the termination of a current contract.
c. Provides guidance to the University faculty, administrators, and Purchasing staff in the preparation of contract requests. Perform needs assessments to define requirements for contracts, and determine internal contractor and contractual procedures to be used.
d. Works with the Director of Procurement Services to interpret complex rules and regulations of the State of Illinois Procurement Code, the University, and SIU HealthCare as they relate to contracting. Assure that the necessary rules and regulations are employed in the contract process, and work with the Office of General Counsel to assure that the necessary legal terms are incorporated into all agreements.
e. Represents the Procurement Office at professional meetings.
5% - Vendor and Stakeholder Collaboration - To improve efficiency and process standardization, this position serves as the single point of contact for all procurement contract processing and administration.
a. Facilitates communication and work closely with Legal, Procurement, University departments, and external partners to negotiate terms, mitigate risk, ensure compliance with organization policies and regulatory requirements and ensure smooth contract execution.
b. Serves as a trusted advisor for internal teams on contractual rights, obligations, and processes.
c. Collaborates with University's Office of General Counsel in a variety of contract management activities. Work as a liaison between General Counsel, departments and outside entities providing suggested reiteration of contract language. Upon General Counsel request, this position researches, identifies and provides historical documentation specific to requested needs.
d. Assists the Director of Procurement Services and SIU HealthCare leadership with establishing and maintaining professional relationships with representatives of University-affiliated hospitals, health care organizations, governmental entities, and other contractors. Interact on a routine basis on matters of contract management and/or fiscal administration.
5% - Software Administration and Process Optimization -
a. Assists the Director of Procurement Services with development, recommendation and implementation of the e-procurement and contract management systems.
b. Manages the Contract Management System for the Procurement Office. Assist in the development and workflow process for the Procurement section of the Contract Management System.
c. Serves as system administrator and subject matter expert for the e-procurement/contract management system within MED-BUY.
d. Develops and maintains templates, workflows, and approval hierarchies in coordination with Procurement, Legal, vendors and IT teams.
e. Monitors system performance, troubleshoot issues, and coordinate with vendors or internal IT to resolve technical problems.
f. Provides user training and support to internal stakeholders on system use and contract procedures.
g. Serves as subject-matter expert for the contract management software, including user support, permissions, troubleshooting, and coordinating with vendors for updates or enhancements.
f. Identifies opportunities to streamline processes, reduce turnaround time, and enhance system utilization. / Provides insight to drive process improvements, reduce contract bottlenecks, and improve compliance and operational efficiency.
g. Recommends and implements best practices for digital contract management and procurement efficiency.
5% - Administrative, Reporting, Compliance and Risk Management -
a. Ensures all procurement contracts comply with applicable laws, regulations, and organizational policies.
b. Collaborates with Legal Counsel, Risk Management, the Director of Procurement Services and SIU HealthCare leadership, on complex or high-risk contracts.
c. Participates in internal and external audits and reporting requirements related to procurement and contracting by maintaining accurate, complete, and easily retrievable contract documentation.
d. Performs special ad hoc reporting requirements for the Procurement office including requests from School of Medicine leadership and external sources.
e. Supervises and mentors procurement and contracting staff on university contract processes, procedures, and best practices.
5% -Performs other duties as required or assigned which are reasonably within the scope of the duties described above.

1. Bachelor's degree in business administration, management, supply chain management, accounting, finance, or a field related to position.
2. Five (5) years of professional level business, supply chain management, financial, managerial or other related experience including one (I) year of experience in an administrative position in state government, an institution of higher education, health care setting or comparable work environment. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (I) year (12 months) of work experience.)

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.