Contract Administration Specialist

Summary

VCU’s Facilities Management Department is seeking to hire a Contract Administration Specialist.

The Contract Administration Specialist coordinates service contracts for the Facilities Management Department under the Contract Administration Department to include: RFP preparation, solicitation of firms from State Contracts, evaluation of proposals and coordinating meetings as necessary.

Additional responsibilities include:

• Guides and directs the preparation of Requests for Proposals for contracts in support of the Facilities Services Division. Examples include: chiller maintenance, DI water, painting, waste management, pest control, custodial, etc.
• Administers (monitor/track expenditures) contracts
• Manages high volume of purchasing, fiscal, billing, invoice verification/receiving, operational/procedural compliance assessment activities and maintenance of associated files to successfully administer contracts totaling $15,000,000+ annually
• Carefully tracks expenses for above-referenced services to assure budgets are not exceeded and expenses are applied appropriately

Minimum Hiring Standards

• Several years of experience in Commonwealth and VCU procurement practices and regulations
• Familiarity with Banner or other financial systems, invoice processing, and the RFP process
• Excellent communication skills, strong math background, knowledge of general business practices to include purchasing and accounting
• Ability to work independently and diplomatically with customers and vendors
• Detail-oriented with the ability to multi-task, handle problems, and make decisions in Contract Administration Manager's absence
• Ability to interpret contract documents and communicate compliance issues effectively to Contractors
• Ability to work with eVA creating purchase orders and complete receiving in Banner
• Ability to work with VCU Accounts Payable staff in reconciling invoices and assuring proper payments are made to Contractors
• VCA certification required or the ability to obtain within the first year of employment
• Minimum of high school diploma or equivalent applicable experience or training
• Demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so as a staff member at VCU

Preferred Hiring Standards

• 5+ years' experience in Commonwealth and VCU procurement practices and regulations preferred
• Certification as CPPB, CPM, VCA, or VCO preferred
• Experience in higher education is desired
• College degree preferred

Physical and Cognitive Requirements

Physical Demands & Activities

Light Lifting (<20 lbs): Essential
Moderate Lifting (20-50 lbs): Marginal
Heavy Lifting (>50 lbs): Marginal
Pushing/Pulling: Essential
Standing: Essential
Sitting: Essential
Repetitive Motion: Essential
Walking: Essential
Climbing: Marginal
Reaching: Essential
Bending: Essential

Environmental Conditions

Extreme Heat/Cold: Marginal
Extreme Noise: Marginal
Vibrations: Marginal
Fumes: Marginal
Mists/gases: Marginal

Emotional Demands

Fast pace: Essential
Average Pace: Essential
Multiple Stimuli: Essential
Intense Customer Interaction: Essential
Frequent Change: Essential

Mental/Sensory Demands

Memory: Essential
Reasoning: Essential
Hearing: Essential
Reading: Essential
Analyzing: Essential
Logic: Essential
Verbal Communication: Essential
Written Communication: Essential

Normal Work Days: Monday-Friday

Salary Range: $60,000 - $66,300



Position Details:

Department:
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Exempt