Assistant Contract Specialist, Contract Specialist, Assistant Director for Contra - Capital Programs
University of Illinois

Assistant Contract Specialist, Contract Specialist, or Assistant Director for Contract Administration

Facilities & Services

The Office of Capital Programs within Facilities & Services is seeking multiple professionals to join our team. This is a multi-hire, multi-level search and candidates may be considered for multiple levels based on qualifications as outlined below.

Job Summary

The Assistant Contracts Specialist is involved in the contracts administration function of Capital Programs. The position participates in the administration of contracts and documentation related to the procurement and contracting of construction and professional services for the delivery of capital projects.

The Contracts Specialist is responsible for the contracts administration function of Capital Programs. The position is responsible for the administration of contracts and documentation related to the procurement and contracting of construction and professional services for the delivery of capital projects.

The Assistant Director for Contract Administration oversees the contract administration function of Capital Programs and the procurement of construction-related services, including development and implementation of policies and procedures related to the procurement of construction and construction-related services in accordance with university policy and the Illinois Procurement Code.

Duties & Responsibilities

For the Assistant Contract Specialist:

• Conduct review and quality control of documents such as contracts, insurance certificates, bonds, etc. to ensure adequacy, accuracy, and acceptability of information provided.
• Prequalify vendors to perform construction on capital projects. Conduct higher-level review of contractor applications for final approval.
• Record project data and maintain accurate records of contract and project information in unit databases.
• Participate in the procurement process for construction contractors and professional services consultants.
• Prepare and process project and contract-related documentation such as front ends, project data summary, advertisements, contracts, BOT items, contract amendments, etc.
• Review and process certification and statutory requirements forms, financial disclosure and conflict of interest forms and executed sub-contracts for contractors, sub-contractors, professional service.
• Conduct vetting of potential conflicts of interest via the appropriate university channels for contractors, sub-contractors, professional service consultants and sub-consultants.
• Attend bid openings and electronically document bid results.
• Respond to audits, Labor investigations, and FOIA requests related to capital and non-capital construction projects.
• Other duties as assigned.

For the Contract Specialist:

• Prepare and solicits invitations for construction bids and Qualifications-Based Selections in accordance with applicable state laws and University policies, evaluate documents and forms for accuracy and completeness, recommend qualified vendors/contractors, and issues executed contracts with appropriate authorization authority.
• Conduct review and quality control of documents such as contracts, insurance certificates, bonds, etc. to ensure adequacy, accuracy, and acceptability of information provided.
• Notify vendors/contractors of deficiencies in required contract and support documents, such as certificates of insurance, vendor financial disclosure, and contract certification forms.
• Serve as a general Contract Administration resource person (answer questions regarding the characteristics, capabilities, and applicability of contracted services).
• Review and coordinate contracts and applicable files, ensure they are transmitted to vendors/contractors in a timely manner, maintain records including a database, if applicable.
• Identify potential conflicts of interest and seek resolution via the appropriate university channels for contractors, sub-contractors, professional service consultants and sub-consultants.
• Assist in the analysis of requests for extensions or amendments to existing contracts and make recommendations of approval or alternative solutions to management; may participate in planning and negotiating sessions with suppliers and departments.
• Investigate complaints from departments and vendors/contractors and problems arising from the administration of construction and professional service contracts and provide relevant findings to supervisors with recommendation for an appropriate action to resolve vendor/contractor grievances and claims.
• Prepare reports and correspondence (such as the status of contract approvals, amendments, change orders, and complaints) related to their assigned projects.
• Prepare reports and correspondence (such as the status of contract approvals, amendments, change orders, and complaints) related to their assigned projects.
• Assist in on-the-job training and oversees/supervises junior staff.
• Prequalify vendors to perform construction on Capital projects. Obtains information as requested for higher-level review of contractor applications for final approval.
• Assist in the coordination, review, issuance and/or acceptance of simple contract documents (e.g. maintenance agreements).
• Provide interpretation of policies and procedures, rules and regulations, revised statutes and internal guidelines to campus personnel and vendors/contractors.
• Respond to audits, Labor investigations, and FOIA requests related to capital and non-capital construction projects.

For the Assistant Director for Contract Administration:

• Develop and implement policies, procedures and objectives related to the procurement of construction and construction-related services for Capital Programs, JOC and Contractor Services.
• Manage the bid and contract award phase of capital delivery including the resolution of complex procurement and contracting issues.
• Serve as subject matter expert (SME) on policies/laws, systems, processes and procedures related to bidding and contract administration. Consult and advise officials/staff regarding compliance with internal policies and procedures, all applicable Federal and State laws, and all University policies and procedures.
• Oversee and coordinate the procurement of construction contractors and Professional Services Consultants (for JOC) and ensure compliance with university policy and the Illinois Procurement Code. This includes coordinating the selection, and when applicable, developing Requests for Proposals and technical specifications.
• Manage the procedures/protocol for administration of contract documentation: contracts, bid documents, bond documentation, certificate of insurance documentation, BOT documents, etc. Ensure quality control of all documents.
• Lead with strategic initiatives, including system and process improvement initiatives and oversee implementation of procurement and contracting improvements.
• Lead the monitoring of performance metrics for the department including maintaining databases of project and contract related information, analyzing data and preparing special reports to help the Director assess the overall performance of the departments and units and how well goals are being met.
• Oversee the issuance and renewal of all contracts.
• Oversee and implement general training for all staff on capital delivery process and systems.
• Provide supervision, management, training and leadership to assigned personnel to meet immediate and long-term operational needs of the contracts administration unit.
• Coordinate and collaborate with other University offices involved in capital delivery, including University Office of Capital programs and Real Estate Services and represent the unit by serving on university, campus and departmental committees as assigned.
• Monitor and review federal, state and University rules and regulations affecting contract administration and procurement of construction related services.
• Oversee response to internal/external audits, FOIA and IDOL requests for information and the Contractor Prequalification process.

Minimum Qualifications

For the Assistant Contract Specialist:

Required

• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience.
• Demonstrated experience in a university or government agency.
• Demonstrated experience with construction-related contract administration.

Knowledge, Skills and Abilities

• Strong attention to details and ability to maintain accuracy in a high-volume, fast-paced environment is critical to the position.
• Ability to exercise independent judgment and make good decisions.
• Ability to effectively multi-task and handle numerous tasks and issues simultaneously while meeting strict deadlines.
• A thorough knowledge of computer applications and programs, including Microsoft Office Suite, particularly Word and Excel.
• Strong written and verbal communication skills.

For the Contract Specialist:

Required

• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience.
• Demonstrated experience in procurement and/or contract administration at an administrative level.

Preferred

• One year of experience with procurement or contract administration for a public university or government entity.
• Experience with construction-related contract administration.

Knowledge, Skills and Abilities

• Strong attention to details and ability to maintain accuracy in a high-volume, fast-paced environment is critical to the position.
• Ability to exercise independent judgment and make good decisions.
• Ability to effectively multi-task and handle numerous tasks and issues simultaneously while meeting strict deadlines.
• A thorough knowledge of computer applications and programs, including Microsoft Office Suite, particularly Word, Excel and Access.
• Strong written and verbal communication skills.
• The ability to work effectively and cooperatively with academic individuals, administrative and professional staff in other university departments, outside professionals and the public.

For the Assistant Director for Contract Administration:

Required

• Bachelor's degree in business administration, management, or a field related to the position.
• Six (6) years of professional business, financial, and/or managerial work experience.
• Demonstrated experience in procurement and contract administration of construction or construction-related services, including writing RFPs and technical specifications, contract review, negotiation and development.
• Demonstrated experience complying with the Illinois Procurement code.

Preferred

• Experience with procurement and contract administration within the University of Illinois system.

Knowledge, Skills and Abilities

• Knowledge and familiarity of the Illinois Procurement Code and the Procurement Rules, specifically as it relates to the procurement of construction and construction-related services.
• Advanced knowledge of computer applications such as Excel, Access and experience with construction project management and financial software.
• Demonstrated knowledge and experience with capital construction delivery and related processes.
• Demonstrated managerial capability to oversee organizational activities and staff.
• Excellent written and verbal communications skills.
• Demonstrated data management, reporting and analytical skills.
• Ability to work independently and while meeting stringent deadlines and responding to matter of urgency.

Appointment Information

These positions are 100% full-time Civil Service 5010 - Business/Administrative Associate positions, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. Sponsorship for work authorization is not available for these positions.

The salary ranges for these positions are as follows: Assistant Contract Specialist: $45,000-$55,000/year; Contract Specialist: $50,000-$65,000/year; Assistant Director for Contract Administration: $85,000-$95,000/year. However, the final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, and/or budget constraints.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on October 17, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact klmccray@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1027004
Job Category: Administrative
Apply at: https://jobs.illinois.edu

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