Additional Info

Provide contract administration services for construction activity managed within and outside the department and demonstrate detailed analysis of contract language from inception through closeout of the contract, including knowledge of contract requirements.

Receive and process various contracts drafted outside the department. Create, edit, update, share and file all supporting documents as necessary.

Inform and educate others on the process and status of supporting documentation in support of each project assigned.

Complete, draft, process, route, distribute, log, publish, file and archive all project documents. This includes completing the background research, the creation and execution of processes to manage project details, preparation of materials and supporting documents, maintaining files and historical information.

Works with project managers to coordinate and ensure communication and distribution of information between clients, vendors, contractors, sub-contractors, public officials, funding agencies, and others in and outside of the University involved in the construction process. As needed, communicate directly with these audiences, on the project manager’s behalf.

Monitors and manages all project phases, activities, and decisions to ensure the process is accurately documented in accordance with industry standards and University policies and procedures, with appropriate authorization. Daily use of a project management system supports these activities.

Position must properly handle complex documents in a fast-paced environment; coordinate multiple and sometimes competing information, needs, priorities, concerns, and requirements between/among multiple parties; demonstrate effective facilitation and conflict resolution skills; effectively monitor the progress of one’s own work in order to ensure accuracy, timeliness and high quality; accept responsibility and work independently; have excellent attention to detail, analytical, time, and organizational skills with the ability to effectively work multiple priorities and deadlines; analyze potential risks involved in contract terms; work with a sense of urgency; effectively and efficiently collaborate with others and process information timely, adapt to and prioritize daily work load and adjust to changing priorities and deadlines, and still continue to successfully complete tasks; take ownership of assigned projects/deliverables; spot errors; effectively consider short and long-term consequences of decisions, address and document them well; deal effectively with unplanned events and/or scarce resources; anticipate and identify potential quality or timing issues and threats, before they get out of hand, and resolve or communicate issues to appropriate individuals.

Role is proficient in Microsoft Office, Adobe, Docusign, project management and procurement software; and a willingness to continually learn and update computer and software knowledge and skills. Role has current knowledge and understanding of applicable Federal, State, local, University, construction industry, contract administration and professional practices, codes, laws, regulations, rules, policies, standards, and procedures, including contracts and other required documents, bonding, and insurance; and has a general understanding or knowledge of sound business practices, economics, project management, and procurement.

Position is responsible for confirming an understanding of the task/scope at hand and effectively assess its timeline so as to prioritize work for completing tasks/projects on time, following through to completion. Person is responsible for providing status updates on major, non-daily initiatives. Must be able to identify, act, facilitate, and respond timely, appropriately and effectively to instances of non-compliance with University, State and Federal, industry laws, policies, procedures, practices, regulations, etc., including notifying others and being a part of the resolution. Enforces compliance with University, State, Federal and other regulatory policies, practices, laws, codes, etc.

Poor decisions may result in negative impacts on construction timelines, integrity of data, compliance with regulations, polices, etc., system collaborations, effective management decision making, and quality reporting. Such poor decisions may cause considerable inconvenience, inefficiencies, and excess time and costs of others. Poor communication and interpersonal skills and/or decisions may negatively impact perceptions made by others.

Position is responsible for working and collaborating with individuals internal and external to the University, to efficiently and effectively optimize efforts; develop and maintain healthy working relationships with others of varying seniority levels; clearly, concisely and effectively communicate simple and complex information, both orally and in writing, adapting to the audience appropriately; continually demonstrate positivity, sensitivity, tact, respect, kindness and professionalism; listen actively, without interrupting, to respond appropriately and supportively to information shared by others; displays control and flexibility in complex, ambiguous or stressful situations; communicates problems, concerns and issues, and their potential solutions, with management/supervisor in an effective and timely manner; welcomes, positively and openly, receipt of constructive criticism; exercises effective judgment in representing and defending interests to varied audiences with differing perspectives; and effectively participates in and facilitates group discussions/meetings, with a team-oriented spirit, to achieve common goals and to recognize, involve, value and encourage contributions, points-of view, talents and abilities from/of others across all levels.

Moderate supervision received

No

Office

Operation of standard office equipment