What are the responsibilities and job description for the Contract Specialist position at University Of Oregon?
Department Summary
Campus Planning and Facilities Management (CPFM) is a vibrant unit within the Finance and Administration portfolio. CPFM is comprised of five departments, and approximately 270 employees : Facilities Services, Utilities & Energy, Campus Planning, Office of Sustainability, and Design & Construction. CPFM is responsible for planning, building, maintaining, and operating the infrastructure that supports the University. As stewards of a physical legacy, CPFM enables the university community to achieve its potential by providing a campus that is safe, clean, beautiful, inspiring, and environmentally responsible.
CPFM values its commitment to collaboration, service excellence, diversity, problem-solving, and stewardship. CPFM takes pride in the campus’ ability to function seamlessly, while fostering an environment for educational excellence.
The Office of Design and Construction (D&C) works closely with Facilities personnel, faculty, and staff across campus to deliver successful, budget-conscious projects. Project sizes range from under $50,000 to over $200M. Project types include small departmental moves, interior renovations, new building construction, and many different types in between.
Position Summary
The Contract Specialist position is responsible for the preparation and processing of Design and Construction contracts and associated documents. This includes coordinating, logging, tracking, and filing of documentation while ensuring compliance with office policies and procedures as well as conforming to applicable state and federal laws.
The Contract Specialist maintains records within the UO retainer program for the University. Additional responsibilities include the coordinated distribution and authorization of contract documentation for approvals and execution. The Contract Specialist reviews contract documents submitted by contractors / design teams to ensure completeness of required documentation. Documents will include; contracts, amendments, change orders, bonding documents, insurance certificates, etc. as required by individual contracts.
The Contract Specialist is required to make quick decisions, especially with regard to information given to contractors, prospective bidders, architects, engineers, and others. In addition, the Contract Specialist is required to interpret rules and laws, and to apply them to contracts.
A positive and professional attitude and manner should be practiced when communicating with others in order to maintain a quality working relationship and reflect well on the University of Oregon. The Contract Specialist is required to decide work priorities, weighing the consequences of not getting work done on time.
The incumbent’s work is reviewed by the Assistant Director of Business Operations and the Director of Design and Construction. Work is also reviewed during a change in policy or during the initial training period to ensure compliance to laws in order to maintain a high level of accuracy and responsiveness. The Contract Specialist is expected to work independently while getting guidance on non-routine matters. A performance evaluation is conducted annually.
The incumbent is expected to follow all regulations set forth by : Design and Construction manual, Attorney’s General Public Contracting Rules Manual, FASOM’s, IMD’s Banner Guides, Oregon Revised Statues, Oregon Administrative Rules, AIA Contracting guidelines, Construction Specification Institutes Document Standards, OMB Circular A-110 (Federal Grant Requirements). These guidelines are used as rules, regulations, and procedures for contracting capital construction and for agreements with private consultants and to ensure work is completed in a compliant manner.
ESSENTIAL PERSONNEL
This unit provides essential services during times of emergencies and inclement weather. This position may be required to fulfill essential services and functions during these times.
Minimum Requirements
- Three years of office experience which included two years at full performance level and experience generating documents; and
- Lead work responsibility or coordination of office procedures.
Salary : $19 - $28
