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Contract Coordinator

Date: February, 2015
Reports to (Job Title): Director, Procurement & Contract Services
Jobs Reporting (Job Titles): None
Department: Procurement & Contracts Services


East Campus Hall


USG 10
35 hr/wk

Primary Purpose

The Contract Coordinator reports to the Director, Procurement & Contract Services (P&CS).  The position is responsible for the co-ordination and management of contracts generated on behalf of the University for goods and services. In addition, the position is responsible for consultation and direction to various University stakeholders concerning contract procedures.


The incumbent requires detailed and extensive knowledge of contract requirements; the business environment; various University financial, legal and administrative requirements.  The incumbent must have excellent negotiation and customer relations skills, excellent oral and written communications skills and the ability to adapt to the complex and changing University environment.

Leadership experience is required as the incumbent works with and guides other members of the P&CS team with contracting requirements.


The incumbent has responsibility and authority to negotiate terms for contracts and purchase orders. The incumbent also has the responsibility and authority to legally commit the University to contractual obligations according to approved Contract Procedures.

Key Accountabilities:

Nature and Scope

Primarily responsible for the  management of an effective, efficient, and comprehensive contracting strategy, and the delivery of related services to support the achievement of the University’s strategic goals; facilitates successful co-ordination and negotiation within the University community and ensures that persons accountable for University operations are operating within compliance requirements.


1.  Risk Management for the University arising from the acquisition of goods and services, and related contractual obligations.


2.  Development and implementation of a comprehensive commercial contract management program for the campus operation, encompassing the following core areas:


3.  Contract Performance Management and Problem Resolution


4.  Guides towards Compliance:


5.  Champions organizational effectiveness and relationship management:

Position Requirements


Undergraduate degree/diploma in the area(s) of Business, Legal and/or Supply Chain Operations, or similar fields of study Knowledge of Canadian contract law Professional Procurement Designation Leadership and supervisory training

Comprehensive ongoing professional development as required to maintain competency


Extensive expertise and a proven track record of achievement in creating and managing contracts and agreements in a University or similarly diverse environment.  Demonstrated leadership in strategic and tactical thinking, innovating, weighing risks and applying sound judgement to decision making.

Expert negotiation, interpersonal, organizational and communication skills.

Substantive experience with building collaborative relationships with diverse stakeholder groups and senior leadership.  Strong written and presentation skills.


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Nature and Scope

Interpersonal Skills:

Protects confidential information and must exercise sound judgment, tact, and a high degree of integrity and diplomacy using well-developed interpersonal communication skills to handle practical and emotional concerns of varying degrees.

The incumbent must portray a professional, competent presence.  The University of Waterloo’s reputation, performance obligations, liability situations, intellectual property protection, etc. are all matters with which the incumbent may be  involved and which the incumbent can impact directly.

Internal: Communicates with all members of the University community to collaborate, influence and motivate others, and to promote, justify and settle matters that can at times be highly sensitive.

External: Negotiates and liaises with suppliers, consultants, and various professionals and agencies representing the University on matters that are highly sensitive, confidential and critical to the deliverables of the University of Waterloo.

Level of Responsibility:

This position is responsible for the provision of expert advice and compliance with contractual obligations and public procurement standards for the University.  This position assists the University in exercising due diligence and with operating within the mandates of Policy 17, as well as legislative and legal requirements.

Decision-Making Authority:

This position ensures that all policy, regulations and trade agreement requirements are satisfied on behalf of the University.  Inappropriate action can lead to disruption to academic/research programs and campus services while damaging the institution’s reputation and incurring legal liability to the University.


The position has signing authority for supplier contracts and agreements similar to senior staff within the Procurement & Contracts Services department.

Physical and Sensory Demands:

Minimal exposure to disagreeable conditions typical of a senior level position operating within an office environment. Some travel will be required.

Working Environment:

The duties of this position involves visiting varying work areas and locations at all times of the year, normally within regular Monday to Friday working hours, however may be occasionally required to vary from this schedule to respond to events.