Assistant Contract Specialist, Contract Specialist, Assistant Director for Contra - Capital Programs - 1027004-6689 - University of Illinois

This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12299119 Assistant Contract
Specialist, Contract Specialist, or Assistant Director for Contract
Administration
Facilities & Services
The Office of Capital Programs within Facilities & Services is seeking
multiple professionals to join our team. This is a multi-hire,
multi-level search and candidates may be considered for multiple levels
based on qualifications as outlined below.
Job Summary
The Assistant Contracts Specialist is involved in the contracts
administration function of Capital Programs. The position participates
in the administration of contracts and documentation related to the
procurement and contracting of construction and professional services
for the delivery of capital projects.
The Contracts Specialist is responsible for the contracts administration
function of Capital Programs. The position is responsible for the
administration of contracts and documentation related to the procurement
and contracting of construction and professional services for the
delivery of capital projects.
The Assistant Director for Contract Administration oversees the contract
administration function of Capital Programs and the procurement of
construction-related services, including development and implementation
of policies and procedures related to the procurement of construction
and construction-related services in accordance with university policy
and the Illinois Procurement Code.
Duties & Responsibilities
For the Assistant Contract Specialist:
- Conduct review and quality control of documents such as contracts,
insurance certificates, bonds, etc. to ensure adequacy, accuracy,
and acceptability of information provided.
- Prequalify vendors to perform construction on capital projects.
Conduct higher-level review of contractor applications for final
approval.
- Record project data and maintain accurate records of contract and
project information in unit databases.
- Participate in the procurement process for construction contractors
and professional services consultants.
- Prepare and process project and contract-related documentation such
as front ends, project data summary, advertisements, contracts, BOT
items, contract amendments, etc.
- Review and process certification and statutory requirements forms,
financial disclosure and conflict of interest forms and executed
sub-contracts for contractors, sub-contractors, professional
service.
- Conduct vetting of potential conflicts of interest via the
appropriate university channels for contractors, sub-contractors,
professional service consultants and sub-consultants.
- Attend bid openings and electronically document bid results.
- Respond to audits, Labor investigations, and FOIA requests related
to capital and non-capital construction projects.
- Other duties as assigned.
For the Contract Specialist:
Prepare and solicits invitations for construction bids and
Qualifications-Based Selections in accordance with applicable state laws
and University policies, evaluate documents and forms for accuracy and
completeness, recommend qualified vendors/contractors, and issues
executed contracts with appropriate authorization authority.
Conduct review and quality control of documents such as contracts,
insurance certificates, bonds, etc. to ensure adequacy, accuracy, and
acceptability of information provided.
Notify vendors/contractors of deficiencies in required contract and
support documents, such as certificates of insurance, vendor financial
disclosure, and contract certification forms.
Serve as a general Contract Administration resource person (answer
questions regarding the characteristics, capabilities, and applicability
of contracted services).
Review and coordina e contracts and applicable files, ensure they are
transmitted to vendors/contractors in a timely manner, maintain records
including a database, if applicable.
Identify potential conflicts of interest and seek resolution via the
appropriate university channels for contractors, sub-contractors,
professional service consultants and sub-consultants.
Assist in the analysis of requests for extensions or amendments to
existing contracts and make recommendations of approval or alternative
solutions to management; may participate in planning and negotiating
sessions with suppliers and departments.
Investigate complaints from departments and vendors/contractors and
problems arising from the administration of construction and
professional service contracts and provide relevant findings to
supervisors with recommendation for an appropriate action to resolve
vendor/contractor grievances and claims.
Prepare reports and correspondence (such as the status of contract
approvals, amendments, change orders, and complaints) related to their
assigned projects.
Prepare reports and correspondence (such as the status of contract
approvals, amendments, change orders, and complaints) related to their
assigned projects.
Assist in on-the-job training an