Contracts Administrator

Job Description

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 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.

(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 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 procurement services).
• Place…