Contracts Administrator

Job Description

UW Facilities manages the Universitys buildings infrastructure and land with more than 1100 employees in a variety of fields. The Asset Management group includes the Project Delivery Group Campus Architecture and Planning the Office of Sustainability and Engineering Services and are collectively responsible for planning and workload management. The Operations group includes Maintenance & Construction Campus Utilities & Operations Building Services Transportation Services and Safety. Supporting these groups are the Business Intelligence & Information Technology group the Finance & Administration group and the Real Estate Office.

Asset Management has 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 are following legal requirements owner specifications and government regulations.

• Perform closeout activities.

• Arrange for builders 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 procurement services).

• 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 changing priorities effectively.

• Anticipate recognize and resolve problems.

• Be responsible and accountable.

• Use organizational skills and provide 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).

Education and Experience
Required

• Bachelors Degree in business administration construction management or related field.

• 4-6 years progressively responsible experience with contract and procurement administration.

• Demonstrated use of enterprise software systems

• Proficient in use of MS Office products

• Outstanding communication skills

Equivalent education/experience will substitute for all minimum qualifications except where 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 working in the public sector project delivery organization.

• Basic math and accounting skills.

Conditions of Employment

• Must be able to work in a non-smoking environment.

• Possession of a valid Washington State drivers license.

• Regular and predictable attendance is required.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.