Contract & Project Administrator - 502405
University of Richmond

SUMMARY:

The University Facilities Contract and Project Administrator provides support on all design, construction, and maintenance projects, assisting project managers in project accounting, including the development, execution, and maintenance of contracts; managing the active project list; and attending project and staff meetings.

RESPONSIBILITIES:

Contract Management

• Prepare Requests for Proposals and manage the bid and proposal processes for design and construction projects
• Review and analyze contracts to ensure compliance with University policies, standards, and terms
• Interpret and direct the development of contract provisions in collaboration with University Procurement and Legal
• Develop contracts using University templates and project documentation
• Negotiate contracts terms and conditions
• Create contract records within the University Contract Management System (CMS)
• Ensure all project documents are captured and entered in the contract record
• Monitor contracts through the CMS workflow process, ensuring completion of the review and approvals
• Maintain contract and vendor records by updating contract records in CMS
• Provide contract management services for both the Facilities Operations and Design and Construction departments
• Manage the ongoing contract relationship with the vendor, including renewals and support
• Contracts include internal university-generated documents as well as American Institute of Architects (AIA) agreements
• Ensure that necessary lien waivers are included with invoices and applications of payment
• Ensure that necessary certificates of insurance are provided for projects as required and remain current throughout the duration of the project
• Prepare purchase orders and/or requisitions for procurement of furniture, fixtures, and equipment

Project Administration

• Develop an understanding of active and proposed future projects
• Keep and maintains the active project list with related account codes
• Manage the Campus Partners attendee list; attends meetings, takes notes, and assists with the management of the Campus Partners program
• Assist project managers as needed, including scheduling meetings, preparing bidding documents, reviewing applications for payment, and managing project budgets.

Project Meetings

• Attend various regular project meetings, including weekly Facilities project team meetings, monthly Campus Partners meetings, and weekly Design and Construction staff meetings
• May attend various project meetings with project managers that include design consultants, and/or contractors

Communication

• Draft project communications, including emails, Spider Bytes, etc.
• Regularly update the current construction map on the Facilities website
• Work with Facilities Communications staff to distribute regular project information to various campus constituencies

All Facilities employees will exercise behavior in accordance with University policies as well as with the Facilities Mission and statement of Core Values.

QUALIFICATIONS:

This position requires a basic understanding of building design and construction processes as well as rudimentary project accounting skills. The ability to have a 'big picture' understanding of multiple active projects is also necessary. Specific skills and abilities include:

• High level of motivation, time management skills, and an ability to work independently and organize one's daily work so that multiple projects are prioritized and effectively managed
• Outstanding analytical, interpersonal, organizational, and communication (oral and written) skills
• Ability to work collaboratively within varied project teams
• Competency in using Microsoft Office (including Excel)
• Proficiency in digital file management, archival, and retrieval systems
• Contract management administration skills
• Knowledge of construction, accounting, and legal terms
• Required: Must have a valid Driver's License and be able to produce a driving record with a minimum of 3 years of driving history in good standing

EDUCATION & EXPERIENCE:

• College degree required with 0-2 years of experience minimum, or an equivalent level of education and experience
• Experience with construction contract management, project management, and budgeting is strongly preferred

WORK HOURS:

• Full-time, exempt position
• Monday - Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week
• All Facilities employees are designated as essential personnel and may be subject to work outside the normal work schedule on an emergency basis and may be subject to planned overtime work as required by the immediate supervisor.

SALARY STRUCTURE:
Pay Grade 6 (Hiring Range $46,114.00 to $61,110.00 annually)

ABOUT UR:

At the University of Richmond, we're creative, inclusive, and determined. We're Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond (www.richmond.edu) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There's only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE

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