Research Contract & Purchasing Agent

Provides critical contract drafting, processing, and compliance support within the Fiscal Affairs team at the University of Kansas Center for Research. This role reviews incoming contract requests, drafts accurate agreements using established templates, and ensures compliance with Uniform Guidance, KUCR policies, and university requirements. The position also supports purchasing and subcontract invoice coordination.

About the team

The University of Kansas Office of Research advances the university's research mission by supporting faculty and staff across the full sponsored project lifecycle. Fiscal Affairs, a unit within the Office of Research, is responsible for the financial and administrative infrastructure enabling compliant, efficient execution of research-related activities, including contract administration, research purchasing, accounts payable, and financial oversight.

Due to complex state employment laws, this position is limited to candidates residing in Kansas or eligible states (excluding California, Delaware, Idaho, and Minnesota).

Responsibilities

• Contract Support (55%)
  • Provide comprehensive support throughout the processing lifecycle of research-related agreements, including business service agreements, fee-for-service agreements, event/hotel agreements, statements of work, contract amendments, and other contract documents.
  • Perform preliminary compliance checks to verify required elements and flag missing or inconsistent information for resolution.
  • Ensure submissions align with KU/KUCR contracting and competitive procurement requirements before routing for review.
  • Draft agreements using standardized templates, ensuring accuracy in terms, parties, dates, and required provisions.
  • Manage and track agreements through internal workflows, monitor status, and follow up proactively to reduce processing delays.
  • Maintain organized, accurate, and searchable records of contracts, amendments, and related communications using contracts management systems, tracking worksheets, and shared inboxes.
  • Provide guidance to staff on agreement processes, required documentation, timelines, and system usage, escalating complex issues as needed.
• Purchasing Support (20%)
  • Support procurement of goods and services for sponsored research, ensuring transactions are accurate, compliant, and timely.
  • Review and process purchase requisitions in the P2P system, verifying funding availability, budget allocation, account coding, and supporting documentation (quotes, justifications).
  • Conduct compliance-focused reviews of procurement requests to ensure adherence to KUCR, university, and Uniform Guidance requirements.
  • Evaluate submitted quotes and documentation for alignment with procurement standards, flagging discrepancies or missing elements.
  • Coordinate with KU Purchasing, Shared Service Centers, Award Management Services, and suppliers to facilitate workflows and resolve issues.
  • Troubleshoot procurement-related issues, including vendor discrepancies, delayed approvals, or system processing problems.
• Subcontract Purchase Order & Invoice Coordination (15%)
  • Administer and coordinate subcontract purchase orders and related invoicing workflows.
  • Ensure invoices are processed accurately and paid timely, adhering to sponsor payment timelines under Uniform Guidance.
  • Troubleshoot errors or exceptions related to subcontract purchase orders and payments.
  • Coordinate with internal partners to resolve budget, compliance, or system issues.
  • Provide routine reports and data related to subcontract purchasing activity.
• Other Duties (10%)
  • Participate in special projects and provide assistance to other groups within the Fiscal Affairs team.

Requirements

• Bachelor’s degree in Business Administration or a related field and 1 year of experience in procurement, purchasing, contract administration, or research administration OR Associate’s degree and 3 years of related experience OR high school diploma/GED equivalency and 5 or more years of related experience.
• Experience working with enterprise financial systems, such as Oracle.
• Minimum of three years' experience with Microsoft Office (Excel, Word).
• Demonstrated history of delivering high-quality work products, meeting or exceeding accuracy, quality, or compliance standards in a high-volume environment.
• Excellent written communication skills.
• Experience working independently while collaborating effectively with team members.
• Demonstrated customer service skills.

Preferred Qualifications

• Experience in a university research administration environment, including Uniform Guidance and sponsored project processes.
• Experience supporting subcontract or subaward administration, including purchase order coordination, invoice processing, and compliance review.
• Experience providing support for research contracts or agreements, including intake, tracking, documentation review, and workflow coordination.
• Strong organizational and project coordination skills, with the ability to manage multiple transactions and deadlines simultaneously.

Pay

Advertised salary range: $50,000 - $55,000

Schedule

Application review begins Wednesday, August 26, 2026. Anticipated start date: Monday, September 21, 2026.