Capital Projects Procurement and Contract Coordinator, Capital Projects - UT System Administration

University of Tennessee System; Knoxville (TN); On-site; USD 65,000 - 75,000; Full time

Job summary

The University of Tennessee System is seeking a Capital Coordinator to support budget reviews, contract administration, and real property activities across campuses.

Responsibilities include preparing RFPs/RFQs, updating the Designers Manual, coordinating with Design, Construction, Real Property, and Budget Office, and ensuring timely SBC reporting and compliance with policies.

Qualifications

• Bachelor's degree and five (5) years’ experience in public procurements, real estate transactions, design and construction contracting.
• Experience with historic and environmental compliance, and large, complex property transactions.
• Knowledge of computer software and contract language helpful.

Responsibilities

• Review and assist with preparation of capital budget reviews and submittals
• Prepare RFPs or RFQs for construction projects
• Assist with contract administration
• Update and maintain designers manual
• Assist with SBC reporting items
• Assist with bidding construction projects
• Review contract terms and conditions
• Assist with solicitation documents for capital projects

Skills

Analytical thinking

Communication skills

Detail oriented

Time management

Team collaboration

Education

Bachelor's degree

Master's degree

Tools

Oracle system

University financial/accounting system

Job description

Job Description

The Department of Capital Projects oversees the University’s real property holdings and capital projects on a system wide basis. Capital projects exceed $3 billion and a multi-billion-dollar real property portfolio. This position will assist with among other associated responsibilities; public procurements related to designer contracts, construction contracts, lease contracts, and purchase/sale contract request for proposals, preparation and review of lease agreements, preparation of real estate reports, work on construction and campus space administration databases, maintain the website for the Department, and provide daily admin and information technology support.

Responsibilities

Capital Coordinator

• Review and Assist with preparation of Capital Budget reviews and submittals
• Prepare Requests for Proposals or Qualifications for various construction projects
• Assist with Contract Administration
• Update and Maintain Designers Manual
• Assist with SBC reporting items
• Assist with bidding construction projects
• Review contract terms and conditions
• Assists with the preparation of requests for proposals/qualifications, letters of interest, bids, quotations, or other documents related to Capital

Projects Work Activities

• Collaborates with members of Design, Construction, Real Property, and the Budget Office to ensure content is complete, accurate, and timely
• Recommends enhancements to the proposals and other documents and is generally familiar with design and construction services and real property acquisitions and leasing
  • Assist in Designer / Contractor selection, contract and payment processes
  • Prepare solicitation documents for posting on Facilities Planning website
  • Receive and organize letters of interest and proposals submitted by Designers
  • Collect and organize responses to capital project Designer solicitations
  • Schedule evaluation meetings for scoring per standard processes
  • Prepare correspondence to Designer upon approval from the SBC Executive Sub-Committee
  • Manage designer selection documentation
• Assist with Contract and Invoice Processes
  • Process payments to Contractors and Designers
  • Prepare disbursement forms for invoices
  • Input invoices in IRIS
  • Assist in Contract Preparation
• Edit and print Cost Proposal and additional service letters and print backup information

Website Coordinator

• Assist in the creation and maintenance of websites and databases
• Assist in the input of data into space planning software and generate reports from the system
• Provide daily information support for the office
• Provide training support to staff on the use of the centralized systems and the use of computer tools
• Provide procedures on information retention and provide updates on emerging technology.

Real Property Coordination

• Prepare Requests for Proposals for various real estate transactions and capital projects
• Provide real estate reports for the University, State, or external parties
• Assists with all leasing related activities from lease initiation, documentation, coordination and administration for the various aspects of the leasing process
• Support the Real Property Department in organizing and tracking lease maturities and terminations/extensions

Qualifications

Bachelors degree and five (5) years’ experience in public procurements real estate transactions, design and construction contracting, and knowledge of computer software. The real estate experience should include knowledge of historic and environmental compliance, large and complex property transactions, and portfolios.

Additional Knowledge, Skills, And Abilities (KSAs) Required

• Knowledge of standard accounting policies and procedures
• Ability to thoroughly and conclusively analyze and review contracts and other documents to ensure provisions contained therein are acceptable to University
• Knowledge of contract principles
• Ability to perform fully independent and autonomous analysis
• Ability to focus and process a high volume of detailed material for extended time periods
• Ability to establish and maintain effective working relations with others
• Ability to communicate effectively orally and in writing
• Ability to be detail oriented
• Ability to organize and maintain an effective systematic work environment
• Ability to organize and prioritize workload

Preferred

Master's degree

Additional Knowledge, Skills, And Abilities

• Knowledge of Oracle system and University financial/accounting system
• Knowledge of inferences contained in contract language and implications of its intent
• Ability to review and modify contracts in accordance with organizational policy
• Knowledge of contract negotiations with outside contractors
• Ability to administer the policies and procedures relating to the University of Tennessee
• Ability to analyze and review contracts and other documents to ensure inclusion of prudent and required provisions, including the University’s standard terms and conditions or acceptable alternative provisions

Compensation And Benefits

Compensation for this position is budged for $65,000 to $75,000.

The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information of the University of Tennessee benefits, visit https://hr.tennessee.edu/benefits/

About Us

The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee’s 95 counties and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.