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

The Department of Capital Projects oversees the University’s real property holdings and capital projects on a system wide basis. Capital projects exceed $3 billion and a multi-billion-dollar real property portfolio. This position will assist with among other associated responsibilities; public procurements related to designer contracts, construction contracts, lease contracts, and purchase/sale contract request for proposals, preparation and review of lease agreements, preparation of real estate reports, work on construction and campus space administration databases, maintain the website for the Department, and provide daily admin and information technology support.

Responsibilities include, but are not limited to:

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

Assists with the preparation of requests for proposals/qualifications, letters of interest, bids, quotations, or other documents related to Capital

Projects work activities

Collaborates with members of Design, Construction, Real Property, and the Budget Office to ensure content is complete, accurate, and timely

Recommends enhancements to the proposals and other documents and is generally 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 the centralized systems and the use of computer tools

Provide procedures on information retention and provide 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

Assists 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

Bachelors degree and five (5) years’ experience in public procurements real estate transactions, design and construction contracting, and knowledge of computer software. The real estate experience should include knowledge of historic and environmental compliance, large and complex property transactions, and portfolios.

Additional Knowledge, Skills, and Abilities (KSAs) required:

Knowledge of standard accounting policies and procedures

Ability to thoroughly and conclusively analyze and review contracts and other documents to ensure provisions contained therein are acceptable to 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

Ability to be detail oriented

Ability to organize and maintain an effective systematic work environment

Ability to organize and prioritize workload

Preferred

Master's degree

Additional knowledge, skills, and abilities

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

Application Process

For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references.

Compensation and Benefits

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

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 and much more. Additionally, Tennessee residents do not pay a state income tax. For more information of the University of Tennessee benefits, visit https://hr.tennessee.edu/benefits/

The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT System is comprised of 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 and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.