Contract Specialist - Austin, United States - University of Texas at Austin

Description

Job Posting Title:

Contract Specialist

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Hiring Department:

Campus Operations

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The University of Texas at Austin is seeking to hire a Contract Specialist for our Contracts Group within the Planning, Design and Construction Department. The Contract Specialist is responsible for the process of solicitation, award and management of contracts, and maintenance of associated records, under the supervision of the Team Lead. You'll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of students, staff, and faculty, thereby enhancing the student experience.

UT Austin provides an outstanding benefits package.
For more details, please see: and

Purpose

Responsible for the process of solicitation, award and management of contracts, and maintenance of associated records, including awarding and managing task orders under existing master agreements.

Responsibilities

• Process all Job Order Contracting (JOC) general construction and specialty construction contracts including requests for proposals, job order assignments, change orders and close out documents.
• Maintain JOC information in contracts database including status and payment information. View or enter information into other systems including the University's financial system (DEFINE) and the work management system (currently FAMIS, moving to Asset works).Coordinate document distribution, ensuring all documents are correct and complete when received, and that all stakeholders receive copies.
• Manage JOC master contract holders, scheduling and conducting monthly meetings, providing activity reports as requested, work as a liaison between Planning, Design and Construction (PDC) and the contractors to resolve any issues that arise. Coordinate meetings with JOC contractors and PDC leadership.
• Process renewals, amendments and change orders for JOC master agreements; provide administrative assistance to Contracts Assistant Director in resoliciting to establish new master agreements including updates to PDC's website, updates to the State's Electronic Business Daily (ESBD), notifications to stakeholders and interested parties, etc.
• Perform as a part of the Contracts Team to provide guidance and assistance to Project Managers (PMs), the Historically Underutilized Business (HUB) Office and Business and Financial Services (BFS). Cross train on other contract functions to provide back up to other team members.
• Schedules and coordinates multi-task projects in an evolving and deadline-driven environment in order to maintain timely completion of contract functions. Proficiently utilizes computer applications Windows PC, Word, Excel, Outlook, Define, FAMIS, Filemaker Pro database, and updates website using Contribute.
• Other related functions as assigned. Collaborate with other UT Austin colleagues to initiate and develop process improvements.
  

Required Qualifications

• Three years Administrative Experience; four years experience in the preparation of contracts and related documents.
• One year experience with the State of Texas procurement process.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree or additional education in contract management or related field. More than three years administrative experience. Four or more years of experience in the preparation of contracts and competitive solicitation process.
• Two or more years of experience in State of Texas procurement process.
• Experience in construction industry, architectural, or engineering processes.
• Advanced Work skills including merging, formatting styles, templates and Excel linked workbooks.
• Familiarity with FAMIS and DEFINE.
• Professional certification in procurement and/or contracting.

Salary Range

$60,000 + depending on qualifications

Working Conditions

• Standard office
• Keyboard
• Manual dexterity

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas