Contract Administrator

Facilities Management provides and maintains the physical environment that sustains our land grant university. This position facilitates our mission by providing a high level of customer service, administrative, compliance, and technical support for the monitoring, preparation, and processing of contract documents, authorities, project budget and funding, construction procurement, state procurement compliance monitoring.

The role supports Facilities Services (FS), Engineering & Utilities (E&U), Planning, Design & Construction (PDC) and Safety & Risk Management (SRM) in the project delivery processes. Key stakeholders include the Facilities Management Associate Vice President, FM Directors, University Architect, University Planners, Project Managers, Engineers, governance committee staff and various campus stakeholders. This position is highly visible and responsible for the service delivery functions within the Facilities Management organization.

The position requires a people-oriented individual who possesses the skills to build and maintain relationships both internally and externally to the department; and can tactfully and diplomatically respond to a variety of clientele, consultants, contractors, and executive administrators. The work requires code interpretation, confidentiality, budget knowledge, policy interpretation, discretion, and judgment in resolving day-to-day duties.

Duties and Responsibilities

In conjunction with the Directors, the University Architect, Engineers, and Facilities manager, prepares authority requests for projects up to $500,000 develops and maintains tracking database and reports for required reporting.
Provides administration and support of project contractual bidding documents and distribution.
Aids in processing of day-to-day activities such as invoicing, monthly billings, and budget justifications.
Facilitate coordination between the contract and approval process and the accounting system.
Administers and supports the contract administration project approval processes for all divisions of Facilities Management.
Assists support staff and project managers with troubleshooting, and communications with consultants, contractors, and campus clients. Builds relationships with stakeholders.
Coordinates funding of projects with Budget/Financial Managers to establish and manage funding of projects.

Required Qualifications

• Experience, Education, Knowledge & Skills

Bachelor's or associate degree in business or related area and 2 years business administration experience, or an equivalent combination of relevant education and experience.
Demonstrated experience in contracting, change orders, and project administration practices and standards.
Demonstrated knowledge of working within public policy/codes.
Demonstrated strong communication and public relation skills, including demonstrated ability to interpret, explain, and communicate detailed information with all levels of personnel internal and external to the organization.
Demonstrated attention to detail and ability to review and correct contract-related documents. Ability to organize and prioritize large volumes of work, meet deadlines, and exercise adaptability to changing priorities while maintaining a positive and professional demeanor.
Ability to independently follow through on tasks and projects to completion in coordination with management.

Preferred Qualifications

• Experience, Education, Knowledge & Skills

Working knowledge of architectural and construction office administrative procedures and protocols.
Ability to organize and prioritize workload, adapt to changing priorities, and maintain a professional, customer-service demeanor.
Experience in a large public and/or governmental institution.

The Successful Candidate Will

Communicate effectively both verbally and in writing.
Be diplomatic.
Multitask and organize complex and competing priorities with minimal supervision.
Organizing and prioritizing multiple work assignments, meeting deadlines, exercising adaptability to changing priorities.
Represent University Facilities Management and its programs to others in a professional and courteous manner.
Consistently exercise initiative and good judgment while prioritizing workload to meet deadlines with minimal supervision while establishing effective working relations as a team member.
Use Microsoft Office

• Excel, Word, Project, Access, and Outlook.
  Maintain confidentiality of records and information.
  Represent the department and MSU to others in a professional and courteous manner.

Position Special Requirements/Additional Information
The final candidate selected for this position will be required to successfully pass a background check.This job description should not be construed as an exhaustive statement of duties, responsibilities, or requirements, but a general description of the job. Nothing contained herein restricts Montana State University's rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

Long segments of time on a personal computer.
Occasional transporting of equipment (less than 20lbs).

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties?
No