Coffee and Contracts: Where Legal Matters and Software Get the Personal Touch

Susanne Morahan, senior contract and risk management analyst, is meeting with staff to help them understand legal contracts and navigate the online contracts tool. Refreshments included.

Contracts are an intrinsic part of higher education. At any given time, Adelphi's contract management team is reviewing everything from paperwork needed for the men's lacrosse team to play their championship game, to a new HVAC system for Levermore Hall, to booking an entertainer for the Performing Arts Center or finalizing a consultation agreement for a professor going abroad. And these are just a few of the many service transactions the contracts management team processes for the University.

But for many staff members, working with contracts can be intimidating, and like "smoke and mirrors," said Susanne Morahan, senior contract and risk management analyst in the Office of Finance and Operations.

Using technology to support business operations is one of Adelphi's goals under the Momentum 2 strategic plan. Instead of cumbersome paper contracts, staff can use the Contract Management tool on eCampus to draft contracts and send them for review, approval and signature.

But there's nothing like a personal approach. And that's where Morahan has stepped in. Since 2023, she has been offering what she calls Coffee and Contracts-meeting with members of University staff for coffee to explain contracts and help them gain expertise with using the Contract Management system. Her goal is to put everyone at ease while asking them about their challenges as they review contracts together.

"In plain language I review the entire process from start to finish, while answering any questions about potential roadblocks and mitigation. Then I offer personalized training for filling the contracts out at a later date. I also show them where their contracts are at in the process," said Morahan. "I can learn what their priorities are with serving our students and faculty."

Her inspiration has been the Momentum plans' "emphasis on connecting students, faculty, staff and alumni," said Morahan, who previously worked in the financial services area on Wall Street and even did a spin as a press aide on Capitol Hill. "And Momentum 2 mentions smart growth infrastructure, focusing on efficiencies, thoughtfulness, effectiveness. It made me want to reach out to people to build bridges."

Making Contracts Fun

She believed it was needed because she was often contacted by frustrated staff from various departments. Most of the time that meant numerous email exchanges.

"I thought there has to be a better way," said Morahan. "We have to all be on the same page and our team wants to initiate the conversation."

One of these meetings was at the campus Starbucks with Guy Seneque, director of the Office of Residential Life and Housing, and three staff members. "In a time when virtual meetings have become the norm and personal interactions have dwindled, her effort to bridge the gap and invite us for a face-to-face coffee chat was truly appreciated," he said. "Susanne's welcoming approach not only facilitated better communication, but also fostered a sense of community that has been much needed since the pandemic began."

So far Morahan has met with 15 departments and is aiming for one a month. Coffee isn't a requirement, of course. While the offer is meant as a chance to relax conversationally, she leaves the decision of where to meet up to the department. She has brought Girl Scout cookies to people's offices, put on her sneakers to walk and talk, and met with groups in their conference rooms. She said it's going so well that "now I have people saying to me, 'When are you coming out to us?'"

Eileen Conboy, executive director of business affairs and risk management, agreed that Morahan's efforts have been very well received. "Not only has she enhanced the services we provide, but she has also provided the human side behind the process, which serves to encourage people to reach out when they have questions instead of struggling on their own," she said.

Conboy added that based on the positive feedback, CFO Michael Rhattigan's budget team has started to meet with staff who have questions about their department finances. "These efforts are significant in that they exemplify the spirit of cooperation and common goals-namely, for the University to be efficient, effective and person-oriented at the same time," she said.