This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12250495 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