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Job Title: Procurement and Contracts Specialist
Company Name: Art Institute of Chicago
Location: Chicago, IL United States
Position Type: Full Time
Post Date: 10/06/2021
Expire Date: 12/06/2021
Job Categories: Arts, Entertainment, and Media
Job Description
Procurement and Contracts Specialist
Position Summary

The department of Procurement and Contracts collaborates with both the Museum and the School. The department is responsible for providing leadership and direction to all procurement functions related to the Museum and School. The department engages stakeholders, sets procurement strategies, leads strategic sourcing initiatives, negotiates contracts, and manages strategic supplier relationships.

The Procurement and Contracts Specialist supports the procurement team by carrying out general administrative duties and placing orders. This role involves organizing and storing documents, making purchases, updating records, and responding to order issues. The Procurement and Contracts Specialist will assist the Manager of Procurement and Contracts with all aspects of the procurement process including coordinating with internal departments to place orders, handle department and supplier inquiries regarding orders, document status, changes, and cancellations. The Procurement and Contracts Spcialist will be responsible for routing contracts for review, approval, and managing the contractual database.

What you will do:

Maintain contracts repository, with pertinent contract information for internal customers, compile supplier renewal schedules to aid in workload management and resourcing.

Complete general contracts administrative tasks such as organizing electronic contract documentation, communicating with internal departments in relation to current contract needs, securing documentation, managing stakeholder schedules, initiating follow-up correspondence.

Schedule monthly and quarterly supplier meetings with internal customers and suppliers.

Track various contracting activities and opportunities, including compiling data for different purposes, as directed, such as internal/external presentations, issue resolutions and escalation, and other inquiries.

Collaborate with internal partners to address pricing, availability of products, best practices, and identify training opportunities.

Act as the point of contact for departments, the General Counsel's office, and the Finance department.

Monitor contracts, verifying they comply with policy and procedures, ensure that the supplier meets expectations, work with business units and vendors to resolve service issues, and track invoice approval and payment.

Support a vendor database's continuous development and evolution, using vendor data to drive efficiencies and effective vendor management.


What you will bring:

Bachelor's degree or equivalent combination of education and experience

Two years of experience with contract management, project management, or business development desired

Solid knowledge and understanding of procurement and contract processes and policy

Proficient computer skills, including Google Suite and Microsoft Office Suite (Word, PowerPoint, and Excel)

Ability to analyze problems and strategize for better solutions

Excellent organization skills

Excellent verbal and written communication skills

Ability to multitask, prioritize, and manage time efficiently

Ability to work well with management and staff at all levels

Goal-oriented, organized team player

Can take the initiative to resolve issues when they arise

***Please apply at: www.artic.edu/careers ***

Vaccination Expectation

Becoming vaccinated against COVID-19 is the most important contribution we as individuals can make to ensure our own safety and the safety of our museum and school community. All employees must complete an attestation of their vaccination status, or request a medical or religious exemption within the first week of employment.

The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace. We believe in a staff culture that benefits from a wide range of experience, backgrounds, and career paths, and we encourage nontraditional candidates to apply.
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Contact Information
Company Name: Art Institute of Chicago
Company Description:
For more than 135 years, the Art Institute of Chicago and School of the Art Institute of Chicago have shared a commitment to the preservation, education and exploration of the artistic ideal. The Museum and the School are proud of our longstanding relationship, and form a single corporation called the Art Institute of Chicago. While the Museum and School have a shared mission of promoting the arts and art education, their operations are largely separate and each has its own chief executive who reports directly to the corporation's Board of Trustees.
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