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Requirements

Contract Administrator for Construction - Planning & Facilities Management - Georgetown University

Job Overview

The Facilities Management Procurement Team is looking for a Contract Administrator (CA) - Construction with an outstanding work ethic, genuine interpersonal skills, and strong organizational skills in connection with the management of construction-related purchasing for Georgetown University.

The CA engages with Planning and Facilities Management (PFM) stakeholders and suppliers, pre-screens pre-screening construction contracts, supports the facilitation of all aspects of procurement for capital projects assure quality control, and provides critical support to the Procurement Legal Advisor - Construction to these ends.

The CA has specific duties that include but are not limited to:

Contract Operations

• Review and administrate existing contracts with existing construction and other vendors working on capital projects

• Communicate regularly with various PFM and University stakeholders - including Strategic Sourcing, Tax, Risk, and senior management, and external suppliers

• DocuSign Envelope ID: 971F33AA-7A82-4BAE-B867-9D66CFA57C0D

• Monitor contract deliverables and ensure for compliance with contract terms and reporting requirements, and all state and federal law and regulations

• Advise PLA and project managers on contract terms and conditions

• Analyze potential risks involved with specific contract terms, and assist PLA in leading resolutions of any conflicts that arise between our stakeholders and suppliers

• Stay up-to date with legislative changes and coordinate with PLA as needed

• Draft contract letters, correspondence, and other communications

• Maintain an organized system of digital records

• Create maintain a library of language standards for existing and new contracts

• Consult with PLA and collaborate with the Capital Finance Operation Specialist (CFOS), monitor Georgetown Management System (GMS) status

• Develop and maintain Excel spreadsheets to prioritize and to assure orderly contract flow

• Interact daily with the PFM construction and internal team members to assess needs and resolve issues

• Customize and input supplier information in procurement templates and supplier agreements

• Be receptive to training and mastering capital projects processes across multiple platforms – and once they achieve mastery, train others, using visual aids like PowerPoint

• Attend and take notes during meetings, calls, and via email in ongoing negotiations

• Engage PFM stakeholders and suppliers as necessary to ensure efficient service Strive to identify creative solutions regarding capital purchasing

• Perform other duties as assigned to help the department meet its objectives

Other Duties

• Assist the with the implementation of the training, Standard Operating Procedures (SOPs), contract functions and processes for the University

• Lead training sessions for PFM staff using PowerPoint and other tools

Work Interactions and Work Mode Designation

Reporting directly to the Procurement Legal Advisor (PLA) for Capital Projects, the Contract Administrator prepares, negotiates, and reviews construction contracts, and drafts construction change orders and task orders.

They demonstrate a keen attention to detail and identify potential risks for the University and will exhibit strong analytical skills to analyze contracts and spot issues aiming to reduce costs.

They also endeavor to constantly improve processes with creative engagement and strong communication skills, while collaborating within and across teams in a vital University function; and contribute to the successful procurement of information technology that meets Georgetown University’s stringent ethical, technical, and security needs.

As well, the CA provides exceptional customer service and professional presence to troubleshoot inquiries; assists the PLA – Construction with the implementation of Standard Operating Procedures (SOPs), and procurement processes for the University; and develops and maintains expertise in the use of University procurement platforms.

This position has been designated as Hybrid. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University. Such review may necessitate a change to a position’s mode of work designation. Complete details about Georgetown University’s mode of work designations for staff positions can be found on the Department of Human Resources website: https://hr.georgetown.edu/mode-of-work-designation.

Their work ethic and a professional ‘presence’ (whether in the office or working remotely) must be exemplary to gain traction with stakeholders – in person, via Zoom™, and/or during conference calls.

Requirements and Qualifications

• Bachelor’s degree

• 3 to 5 years of relevant experience in construction contract review and capital projects procurement

• A solid understanding of construction and its many facets

• Excellent organizational, negotiating, interpersonal skills

• Adaptability and willingness to be trained on various technology platforms

• Ability to collaborate effectively and congenially with parties across the University to facilitate the procurement of construction-related goods and services under deadlines

• Ability to work in a fast-paced environment and troubleshoot

• Aptitude to be proactive, positive, customer-focused, and prioritize multiple deadlines

• Ability to listen and take note of stakeholder and vendor concerns/issues

• Proficiency in Excel, PowerPoint, Adobe, Google documents, and Microsoft suite software

• Excellent communication skills including writing proficiency

• Demonstrated problem-solving abilities

Preferred Qualifications

• Experience in construction procurement and higher education

• Experience with issue spotting and reviewing and redlining construction agreements

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  Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a resume for each position of interest for which you believe you are qualified. Documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here (http://ideaa.georgetown.edu/ada) for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website (https://georgetownworks.georgetown.edu/) .

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer (https://policymanual.hr.georgetown.edu/https%3A//policymanual.gudrupal.georgetown.edu/201-Equal-Employment-Opportunity-Affirmative-Action) fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation) , disability status, protected veteran status, or any other characteristic protected by law (http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf) .

Benefits:

Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website (https://benefits.georgetown.edu/staff/enrolling/) .

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Learn how HR CARES (https://hr.georgetown.edu/hr-cares/) for faculty and staff, nurturing an environment of mutual respect where imaginations flourish and ideas are realized to positively impact the world.

Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website (https://benefits.georgetown.edu/staff/enrolling/) .