Campus Pride Jobs

Req #: 233540

Department: UW FACILITIES: PROJECT DELIVERY GROUP

Appointing Department Web Address: https://facilities.uw.edu/

Job Location Detail: open to hybrid work schedule (combination in-office + remote)

Posting Date: 04/23/2024

Closing Info: Open Until Filled

Salary: $7,883 - $8,525 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

UW Facilities manages the University’s buildings, infrastructure, and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability, and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, as well as the separate Emergency Management team, are the Business Intelligence & Information Technology group and the Finance & Administration group. Please visit UW Facilities web page for more information: UW Facilities .

The Project Delivery Group (PDG) is comprised of an executive director, directors, project and construction managers, contract manager and administrators, design and construction partners, within the Asset Management unit in UW Facilities. The PDG is responsible for the delivery of capital projects that help fulfill the University’s teaching, research, health care and innovation mission. From concept to completion to transition to occupancy, the Project Delivery Group leads the planning, design and construction required to execute and successfully complete projects ranging from small remodels to new buildings. As respected industry leaders, the Project Delivery Group brings experience, knowledge, a collaborative mindset, and a focus on client service to comprehensively manage all aspects of the different project delivery methods including critical patient care rosters, job order contracting, design-bid-build, GCCM, design-build and public/private partnerships.

We have an outstanding opportunity for a Contract Administrator in the Project Delivery Group (PDG) . This full-time Professional Staff Position supports PDG leadership in the integration, management, reporting, and accountability for all capital procurement and contracting, requiring knowledge and experience in public works procurement, University interests and statutory requirements. Examples of responsibilities include identifying and tracking sourcing and contracting opportunities, developing and delivering PDG-specific procurement procedures and methods, conducting informal and formal, phased solicitations, as well as executing, renewing, and overseeing all resulting contracts and vendor relationships.

Primary Duties and Responsibilities

(60%) Contract Development and Administration:

• Oversee the preparation and revision of contracts that involve the purchase of goods, services, and construction-related services. • Facilitate RFQ/RFP planning and manage the administration of contracts. • Negotiate terms and conditions. • Track authorizations and correspondence. • Maintain detailed and organized files that meet several levels of auditing standards. • Prepare contract change notices, monitor contractor performance, including the reporting and status of contractor and owner deliverables. • Maintain internal controls for each contract, which will include original contract, all correspondence, changes/deviations, amendments, clarifications, and payment schedules. • Prepare and disseminate information to appropriate employees and outside entities regarding project and contract status and develop and regularly report on same. • Assist PM in approval of the Project Work Plan, budget setup, forecasts, and appropriate use of cost codes. • Ensure that all contractors and consultants engaged follow legal requirements, owner specifications and government regulations. • Perform closeout activities. • Arrange for builder’s risk insurance to be procured on all projects. • Review and process all invoices, track payments and deadlines as needed, including tracking diverse spend. • Review and process all change orders. • Analyze and mitigate risk for those contracts executed by UWF. • Provide contract summaries and ensure contract execution is in accordance with UWF policies and all statutory requirements, including the review and acceptance of bonds and insurance. • Assist in the development, drafts, and maintenance of UWF specific terms and conditions, contract templates, internal controls checklist, short forms, or other contracting tools needed by PDG. Create contract administration plans and internal controls for all construction-related contract types. Serve as a liaison with UWF staff and suppliers/vendors/contractors to ensure contracting compliance and performance. Regularly review status of all open projects with staff.

(20%) Procurement:

• Understand and apply all federal, state, and university required procurement requirements and ensure compliance with all applicable codes. • Advise staff on sourcing and procurement strategies and processes. • Examine and test existing contracts. • Facilitate solicitations, review front-end specifications, and negotiate contracts in the best interest of UWF, applying an understanding of contract law fundamentals, contract elements, contracting authority, and coordinating with subject matter experts (such as risk management and legal counsel). • Interface campus partners, as necessary, to purchase goods and services (such as central procurement). • Place requisitions for goods and services into the Workday procurement system.

(15%) Business Process Improvement:

• Participate in, or lead, internal, cross-departmental, and external continuous improvement training classes, mentoring of staff, contractors, and vendors. • Assist with drafting and updating process and procedural documents. • Attend relevant public works and contract training.

(5%) Other Duties as Assigned:

This position will perform a variety of other duties including initial project setup, general project administration, responding to public records requests, and project audits, represent the University when CM or PM cannot be present and other duties as assigned by the project team.

Core Competencies

• Demonstrate personal integrity and trustworthiness. • Manage stressful situations and change priorities effectively. • Anticipate, recognize, and resolve problems. • Be responsible and accountable. • Use organizational skills and pay attention to details. • Maintain a positive, optimistic, and success-oriented attitude. • Exercise professionalism, which includes being tactful and courteous. • Exhibit a professional work ethic. • Continuously promote a safe work environment.

Additional competencies for this position that are central to the fulfillment of PDG mission include:

• Creating and maintaining productive working relationships with customers, construction and consultant partners, other UW units, and the PDG team. • Exhibiting attention to detail and thoroughness in completing tasks and deliverables. • Managing and prioritizing workload independently. • Expressing ideas clearly and concisely in verbal and written form. • Working under pressure to meet internal and external deadlines. • Understanding and complying with relevant internal and external procedures and regulations (UW, City, State, and Federal).

Requirements include:

• Bachelor’s degree in business administration, construction management, or related field. • 6-8 years of progressively responsible experience along with contracting and procurement.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired:

• Procurement and contracting background in the public sector • Experience working in a high-volume environment. • Higher education or public works experience. • Collaborative, team-oriented mindset. • Experience with design and construction contracts. • Experience working in a public sector, project delivery organization. • Demonstrated experience performing contract administration duties. • Basic math and accounting skills. • Demonstrated use of enterprise software systems. • Proficient in use of MS Office products. • Outstanding communication skills.

Conditions of Employment:

• Must be able to work in a non-smoking environment. • Possession of a valid Washington State driver’s license. • Regular and predictable attendance is required.

Application Process:

You will be asked to submit a cover letter AND your response (in a separate “Cover Letter Assessment” to the following (limited to 7900 characters):“We would like to know more about your experience with diversity, race and equity, and social justice. Please tell us about your experience engaging and working with diverse communities – particularly in the context of your professional, volunteer, or civic work. Please also address efforts you have made or been involved with to foster diversity competence and understanding.”

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.