Document Control Coordinator, Facilities Management - Binghamton University

Budget Title: Senior Staff Assistant (SL-3)

Salary: $55,151 - $65,000 (Commensurate with experience)

Binghamton University invites applications for the position of Document Control Coordinator in the department of Facilities Management. The Document Control Coordinator is a salaried, professional position that will be filled by a candidate with a background in contract management, business administration, architecture/engineering, or construction project management. This position supports Planning, Design, and Construction Management sub-units within Facilities Management. This position will primarily oversee and manage the timely and accurate submission of construction contract documentation to the University's Business Office, assist in obtaining apparent low-bid contractor post-bid required documentation, and ensure that any and all questions received during the contract review by the Office of State Comptroller (OSC) and Office of Attorney General (AG) are responded to in a timely fashion. The successful candidate will also assist with document management control (i.e. submittals, RFIs, change orders, and field reports), seeing that these items are acted upon promptly. This position reports to the Director of Planning and Construction Management.

Close collaboration with both internal and external departments will be required to effectively fulfill the requirements of this position. Coordination amongst the University Business and Procurement Offices, OSC, AG, and SUCF are some of the offices that will be closely worked with, in addition to individual project coordinators and contractors. This role necessitates exceptional verbal, written, and interpersonal communication skills. The ideal candidate will need to be highly organized and efficiently track and document correspondences. Additional responsibilities of this position include, but may not be limited to:

• Serve as the main point of contact for all project-related contract information, follow-ups, and status inquiries
• Maintain accurate records related to contract status, approval dates, project timeframes, change orders, extensions, and related correspondence
• Organize and maintain copies of executed agreements for all Construction Management and Design projects. Distribute executed contracts to the appropriate University Project Coordinator
• Facilitate clear communication for timely submission of contractually required documentation, following up as necessary
• Review incoming contractual inquiries to determine required actions, forwarding questions to appropriate staff and ensuring responses are submitted by deadlines
• Assist designers and coordinators with submitting required bid documents, drawings, and specifications to University's Business Office when projects are advertised for bid. Assist Construction Management and Design staff with preparing quotes and other procurement related documents. Provide administrative support to the Assistant Director of Purchasing in procuring contractual services as necessary
• Organize and expedite the procurement of outside consultant design services
• Prepare regular reports on contract status, project progress, change orders, time extensions, and other contractual issues that may pose risks to project success
• Assist in organizing and submitting change orders, ensuring all required documentation is included. Track submission and response dates, directing inquiries to the appropriate personnel for timely resolution
• Aid in project-related documentation management using established procedures or online management systems. Ensure timely responses to submittals, requests for information, and change orders to prevent delays in project status and material ordering
• Assist with compiling the required NYS EO22 and EC3 reporting
• Assist Director as needed with SUCF forms and tracking signature status

• Bachelor's degree in Engineering, Architecture, Business Administration, Construction Management, or similarly related field
• Minimum 3 years progressive experience in contract administration, procurement, or related area
• Experience with procurement standards, regulations, and best practices related to contracts and procurement
• Experience with a variety of software programs, including word processing, spreadsheets, and database applications (Microsoft Office Suite) and willingness to learn new software.
• Outstanding written, verbal, and electronic communication skills
• High level of organizational skills and detail oriented
• Ability to perform calmly under stress and handle multiple assignments simultaneously
• Ability to independently prioritize workload and adapt to rapidly changing priorities

Preferred:

• 5 years of progressive experience in a related area
• Experience working in construction industry, Architectural/Engineering design firm, or higher education
• Experience with NYS procurement practices
• Relevant certifications (e.g. Certified Professional Contracts Manager (CPCM), Certified Federal Contracts Manager (CFCM), or similar)
• Previous work experience in a complex multi-disciplinary and fast-pace setting

Visa sponsorship is not available for this position

Offers of employment may be contingent upon successful completion of a pre-employment background check and verification of degree(s) and credentials.

Binghamton University is a tobacco-free campus.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov

Payroll information can be found on our website https://www.binghamton.edu/offices/human-resources/payroll/

Cover letters may be addressed "To the Search Committee."

Postings active on the website, accept applications until closure.

For information on the Dual Career Program, please visit:
https://www.binghamton.edu/offices/human-resources/prospective/dual-career/index.html

Equal Opportunity/Affirmative Action Employer
The State University of New York is an Equal Opportunity/Affirmative Action Employer. It is the policy of Binghamton University to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender identity or expression, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, or arrest and/or criminal conviction record unless based upon a bona fide occupational qualification or other exception.

As required by Title IX and its implementing regulations Binghamton University does not discriminate on the basis of sex in the educational programs and activities which it operates. This requirement extends to employment and admission. Inquiries about sex discrimination may be directed to the University Title IX Coordinator or directly to the Office of Civil Rights (OCR). Contact information for the Title IX Coordinator and OCR, as well as the University's complete Non-Discrimination Notice may be found here.

Binghamton University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact: Ada Robinson-Perez, ADA Coordinator email: arobins@binghamton.edu or 607-777-3660.