Contract Specialist

The University of Texas at Arlington Portal; Virginia (MN); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Benefits package

Job summary

The University of Texas at Arlington is seeking a Contract Specialist to support campus construction projects by preparing and managing contracts in accordance with state laws and university policies.

You will handle RFPs, RFQs, and bid processes, review insurance and bonds, issue task orders, and track payments. This role requires coordination with staff, contractors, and clients, ensuring compliance and accurate recordkeeping.

Qualifications

• 3+ years contracting, accounting, or records management experience.
• 3+ years developing and posting RFPs, RFQs, and bids.
• Bachelor’s degree in Business Administration preferred.

Responsibilities

• Administer contracts including task orders, insurance, and bonds.
• Maintain project checklists, encumbrances, notices to proceed and change orders.
• Track contract amounts and invoice payments using accounting spreadsheets.
• Coordinate and conduct pre-bid meetings, bid openings, evaluations and negotiations.
• Prepare complex contract language and reviews of drawings and specs.
• Ensure HUB compliance and subcontracting Plan submissions.
• Interact with staff, clients and contractors and maintain project files.

Skills

Contract management

RFP/RFQ postings

Vendor coordination

PeopleSoft

MS Office

Attention to detail

Communication skills

Education

Bachelor’s degree in Business Administration

Tools

UT mainframe

Excel

Job description

Please see Special Instructions for more details.

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

Position Information

Posting Number

Posting Number S06243P

Position Title

Position Title Contract Specialist

Department

Location

Location Arlington

Job Family

Job Family Facilities/Construction

Position Status

Position Status Full-time

Work Hours

Work Hours Standard

Work Schedule

Monday-Friday; 8:00am-5:00pm.

• Minimum travel and occasional longer work hours.

Open to

Open to External and Internal

Salary Salary is commensurate based on qualifications and relevant experience.

We are proud to offer a comprehensive benefits package to all our employees at the University. https://www.uta.edu/hr/employee-benefits To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link: https://resources.uta.edu/hr/services/records/compensation-tools.php

Job Summary

The Contract Specialist assists in the preparation and management of contractual agreements, in accordance with current State and University laws, rules, and regulations, for campus construction projects. Handle solicitation process including reviewing specifications, develop and issue construction solicitations such as Request for Proposal ( RFP ), Request for Qualifications ( RFQ ) and request for bids, conduct pre-bid meetings and bid openings, bid evaluation, contract negotiations, contract preparation and award. Manage awarded contracts including reviewing insurance, bonds, and quotes and issuing task orders and change orders for multiple types of contracts including Job Order Contracts, Architect/Engineer contracts, and construction project contracts. Expediently and accurately review and process invoices for payment, and consistently track contract amounts and invoice payments on accounting spreadsheets.

Essential Duties and Responsibilities

• Provide contract administration to include issuing task orders for JOC and Architect/Engineer contracts, obtaining and reviewing required insurance and bond forms, preparing and maintaining of project checklists, encumbrances, notices to proceed, change orders, and other documents.
• Keep accurate files of all documents.
• Process payment vouchers, project encumbrances, and new vendor setup wiin UT Share.
• Consistently track contract amounts and invoice payments on accounting spreadsheets.
• Assist in the creation and execution of complex construction service contract agreements, to include mathematical equations, specialized tables, and complex contract language, between Facilities Management and construction contractors and professional service providers. Conduct technical reviews of contracts and documents.
• Develop, prepare, and issue construction solicitations such as Request for Proposal ( RFP ), Request for Qualifications ( RFQ ), and request for bids in compliance with State regulations.
• Coordinate pre-bid meetings and bid openings, bid evaluation, and contract negotiations.
• Interact with staff, clients, and contractors. Including coordinating and attending project meetings, preparing meeting agendas and sign-in sheets, and taking and typing meeting minutes.
• Act as compliance officer and Historical Underutilized Business ( HUB ) Coordinator.
• Provide the University HUB department with submitted HUB Subcontracting Plans and HUB PAR forms with invoices from prime contractors.
• Performs other functions as assigned.

Minimum Qualifications

• Three (3) years of relevant experience in the management, administration and preparation of contracts, account reconciliation, records management, or an equivalent mix of education and relevant experience in similar role.
• Three (3) years of relevant experience in the development and posting of construction solicitations including Request for Proposals ( RFP ), Request for Qualifications ( RFQ ) and Request for Bids.

Preferred Qualifications

• Bachelor’s degree in Business Administration.
• Five (5) years of administrative experience, including experience in the management, administration, and preparation of contracts; account reconciliation; records management, or other related experiences.
• Five (5) years of relevant experience in the development and issuing of construction solicitations such as Request for Proposals ( RFP ), Request for Qualifications ( RFQ ), and Request for Bids, including conducting pre-bid meetings and bid openings, bid evaluation, and contract negotiations.
• Two (2) years of experience in the management, administration, and preparation of bids and contracts.

Knowledge, Skills and Abilities

• Experience with PeopleSoft software, Microsoft Office software, and UT mainframe programs.
• Excellent typing and accounting skills.
• Ability to review Architectural drawings and specifications.
• Detail oriented individual with excellent speaking, written and interpersonal communication skills.

Other Requirements

• Certified as CTPM or CTCD or able to obtain certifications as CTPM and CTCD within 18 months of hire.

Working Conditions

Special Conditions for Eligibility

• Specific job requirements or physical location of some positions allocated to this classification, may render the position security sensitive, and thereby subject to the provisions of Section 51.215 Texas Education Code. Minimum travel and occasional longer work hours probable.

CBC Requirement

It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

EEO Statement

It is the policy of The University of Texas at Arlington ( UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University’s compliance with this policy.

University Information

The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 “Very High Research Activity” institution. UTA ranks No. 4 nationally in Military Times’ annual “Best for Vets: Colleges” list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution ( HSI ) and an Asian American and Native American Pacific Islander-Serving Institution ( AANAPISI ), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA’s $22.2 billion annual economic impact on Texas. Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at https://www.uta.edu/administration/president/strategic-plan/rise100 . The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.

ADA Accommodations

The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to 817-272-5554 or email [e-mail] .

Number of Vacancies

Number of Vacancies 1

Minimum Number of References Required

Minimum Number of References Required 3

Maximum Number of References Accepted

Maximum Number of References Accepted 3

Special Instructions to Applicants

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

Requirement Questions

• * What is the highest level of education attained?
  • GED
  • High School Diploma
  • Associate's Degree
  • Bachelor's Degree
  • Master's Degree
  • PhD or equivalent
• * How many years of contract management experience do you have?
  • None/less than 1 year
  • 1 to 3 years
  • 3 to 5 years
  • 5 or more years
  • 15 or more
• * Do you have experience reviewing Architectural drawings and specifications?
  • Yes
  • No
• * Do you have experience construction management software
  • Yes
  • No
• * What certifications, if any, have you obtained?

  (Open Ended Question)

• * Do you possess a valid Texas Class C operator driver's license or any other states equivalent to driving a personal vehicle?
  • Yes
  • No

Documents Needed To Apply

Required Documents

• Resume or CV
• Cover/Interest Letter

Optional Documents

Last refresh: Thursday November 30, 2023 02:18:05 AM