Contracts Administrator (multiple opportunities)

University of Washington; Seattle (WA); On-site; USD 95,000 - 105,000; Full time

Job summary

The University of Washington's Project Delivery Group seeks a Contract Administrator to support capital procurement and contracting, ensuring compliance with public works requirements and UW policies.

You will oversee contract development, conduct solicitations, manage vendor relationships, and drive process improvements across PDG, reporting to the Assistant Director of Procurement and Contracting in Seattle, WA.

Qualifications

• Bachelor’s degree in business administration, construction management, or related field.
• 4-6 years' progressively responsible experience including contract and procurement administration.
• Demonstrated experience performing contract administration duties.
• Proficient in MS Office products.
• Outstanding communication skills.

Responsibilities

• Oversee the preparation and revision of contracts that involve the purchase of goods, services, and construction-related services.
• Maintain internal controls for each contract, including 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.
• 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.

Skills

MS Office

Outstanding communication

Enterprise software systems

Public sector procurement background

Collaborative mindset

Education

Bachelor’s degree in business administration, construction management, or related field

Tools

Contract management software

Job description

Job Description

The Project Delivery Group has an outstanding opportunity for a Contract Administrator to join their team.

About This Opportunity

Reporting to the Assistant Director, Procurement and Contracting, the Contract Administrator is responsible for supporting 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.

Key Responsibilities

Contract Development and Administration (60%)

• Oversee the preparation and revision of contracts that involve the purchase of goods, services, and construction-related services.
• 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.
• 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.

Procurement (20%)

• 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).

Business Process Improvement (15%)

• Participate in, or lead, internal, cross-departmental, and external continuous improvement training classes, mentoring of staff, contractors, and vendors.
• Assist with drafting and updating process and procedural documents.

Other (5%)

• This position will perform a variety of other duties including initial project setup, general project administration, responding to public records requests, and project audits, represent the University when CM or PM cannot be present and other duties as assigned by the project team.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• Bachelor’s degree in business administration, construction management, or related field.
• 4-6 years' progressively responsible experience including contract and procurement administration.

Additional Qualifications

• Demonstrated experience performing contract administration duties
• Demonstrated use of enterprise software systems
• Proficient in use of MS Office products
• Outstanding communication skills

Preferred Qualifications

• Procurement and contracting background in the public sector
• Experience working in a high-volume environment.
• Higher education or public works experience.
• Collaborative, team-oriented mindset.
• Experience with design and construction contracts.
• Experience working in the public sector, project delivery organization.
• Basic math and accounting skills.

Working Conditions

• Must be able to work in a non-smoking environment.
• Possession of a valid Washington State driver's license.
• Regular and predictable attendance is required.

Compensation, Benefits And Position Details

Pay Range Minimum: $94,992.00 annual

Pay Range Maximum: $105,000.00 annual

Other Compensation: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift: First Shift (United States of America)

Temporary or Regular? This is a regular position

FTE (Full-Time Equivalent) 100.00%

Union/Bargaining Unit Not Applicable

About The UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [e-mail].

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.