Capital Projects Procurement and Contract Coordinator, Capital Projects - UT System Administration

About the Role

The Department of Capital Projects oversees the University’s real property holdings and capital projects on a system-wide basis, managing projects exceeding $3 billion and a multi-billion-dollar real property portfolio. This position assists with public procurements related to designer contracts, construction contracts, lease contracts, and purchase/sale contract request for proposals. Responsibilities include preparation and review of lease agreements, real estate reports, work on construction and campus space administration databases, maintenance of the department’s website, and daily administrative and information technology support.

The University of Tennessee System is the state’s oldest higher education institution and preeminent public university, comprising campuses at Knoxville, Chattanooga, Pulaski, and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee’s 95 counties, the University serves students, businesses, schools, governments, organizations, and residents statewide through education, research, and outreach.

Responsibilities

• Capital Coordinator
  • Review and assist with preparation of Capital Budget reviews and submittals
  • Prepare Requests for Proposals or Qualifications for various construction projects
  • Assist with Contract Administration
  • Update and maintain Designers Manual
  • Assist with SBC reporting items
  • Assist with bidding construction projects
  • Review contract terms and conditions
  • Assist with the preparation of requests for proposals/qualifications, letters of interest, bids, quotations, or other documents related to Capital Projects work activities
  • Collaborate with members of Design, Construction, Real Property, and the Budget Office to ensure content is complete, accurate, and timely
  • Recommend enhancements to proposals and other documents; familiar with design and construction services and real property acquisitions and leasing
  • Assist in Designer/Contractor selection, contract, and payment processes
  • Prepare solicitation documents for posting on Facilities Planning website
  • Receive and organize letters of interest and proposals submitted by Designers
  • Collect and organize responses to capital project Designer solicitations
  • Schedule evaluation meetings for scoring per standard processes
  • Prepare correspondence to Designer upon approval from the SBC Executive Sub-Committee
  • Manage designer selection documentation
  • Assist with Contract and Invoice Processes
  • Process payments to Contractors and Designers
  • Prepare disbursement forms for invoices
  • Input invoices in IRIS
  • Assist in Contract Preparation
  • Edit and print Cost Proposal and additional service letters and print backup information
• Website Coordinator
  • Assist in the creation and maintenance of websites and databases
  • Assist in the input of data into space planning software and generate reports from the system
  • Provide daily information support for the office
  • Provide training support to staff on the use of centralized systems and computer tools
  • Provide procedures on information retention and updates on emerging technology
• Real Property Coordination
  • Prepare Requests for Proposals for various real estate transactions and capital projects
  • Provide real estate reports for the University, State, or external parties
  • Assist with all leasing-related activities from lease initiation, documentation, coordination, and administration for the various aspects of the leasing process
  • Support the Real Property Department in organizing and tracking lease maturities and terminations/extensions

Requirements

• Five (5) years’ experience in public procurements, real estate transactions, design, and construction contracting
• Knowledge of computer software
• Real estate experience should include knowledge of historic and environmental compliance, large and complex property transactions, and portfolios

Qualifications

• Knowledge of standard accounting policies and procedures
• Ability to thoroughly and conclusively analyze and review contracts and other documents to ensure provisions are acceptable to the University
• Knowledge of contract principles
• Ability to perform fully independent and autonomous analysis
• Ability to focus and process a high volume of detailed material for extended time periods
• Ability to establish and maintain effective working relations with others
• Ability to communicate effectively orally and in writing
• Detail-oriented
• Ability to organize and maintain an effective systematic work environment
• Ability to organize and prioritize workload

Preferred Qualifications

• Master’s degree
• Knowledge of Oracle system and University financial/accounting system
• Knowledge of inferences contained in contract language and implications of its intent
• Ability to review and modify contracts in accordance with organizational policy
• Knowledge of contract negotiations with outside contractors
• Ability to administer the policies and procedures relating to the University of Tennessee
• Ability to analyze and review contracts and other documents to ensure inclusion of prudent and required provisions, including the University’s standard terms and conditions or acceptable alternative provisions

Pay

Compensation for this position is budgeted for $65,000 to $75,000.

Benefits

The University offers a comprehensive benefits package that includes:

• Excellent healthcare and tuition benefits for employees and their families
• Generous retirement benefits
• A wide variety of professional development opportunities
• Supportive work and family benefits
• No state income tax for Tennessee residents

For more information on University of Tennessee benefits, visit https://hr.tennessee.edu/benefits/.