Senior Contract Administrator, Design and Construction

Location
Maryland, United States
Posted
02 Oct 2018
End of advertisement period
02 Dec 2018
Ref
11669
Contract Type
Permanent
Hours
Full Time

Role/Level/Range: ATP/04/PD 
Starting Salary Range: Commensurate with experience
Employee group: Full Time 
Schedule: M-F 7.5 
Employee subgroup: Salaried Exmpt 
Location: 45-MD:JH at Keswick 
Department name: 10001606-Design & Construction 
Personnel area: University Administration

General Summary:

The Johns Hopkins Facilities & Real Estate (JHFRE) Design & Construction (D&C) department is responsible for all major and minor capital projects on the historic JHU Homewood campus, the Peabody campus, other Baltimore locations, Washington DC, and Montgomery County. The Department also provides lease tenant fit-out services for the Bloomberg School of Public Health, School of Medicine, Applied Physics Lab, and Johns Hopkins Health Systems.

Under supervision of the Associate Director Contracting (ADC), the Senior Contracting Administrator is responsible for overseeing and performing all pre-award, contracting and contract administration functions including change management for the project portfolio which includes design services, construction services, special services, consulting, project related furnishings, moving, equipment, AV and IT.

Incumbent is responsible for the planning, preparation, review, negotiation and administration of contracts relating to JHFRE design and construction projects from project initiation to close out. Prepares contract briefs, Request for Information (RFI), Request for Proposals (RFP), Invitation for Bid (IFB), and revisions summarizing contractual requirements and budgets, negotiates contract terms and scope with internal stakeholders, creates language standards for contracts that ensure compliance with legal requirements, user specifications and JHFRE regulations, and ensures contract execution in accordance with policy. Create the contracts and maintain the files for the commitment, and administer the contract inclusive of tracking authorizations, monitoring performance, and reporting on status of contract deliverables. Assist the JHFRE Contracting Administrator in selecting and documenting the selection of Design, Engineering, Construction, and related Consulting services.  Assist project management team with general contract maintenance (i.e. problem resolution, information requests, etc.) and potentially claim resolution with oversight from the Project Manager. Protect and promote the interest of Johns Hopkins Facilities and Real Estate in all matters.

Essential Job Functions:

  • Responsible for all phases of contract administration from RFP preparation through contract closeout. This includes preparing consulting, architectural, engineering and, construction contracts as necessary for Major (> $5M) and Minor (< $5M) capital projects.
  • Tracks, reviews and evaluates requisitions and purchase requests for a variety of contracts which frequently require special handling provisions or other specialized terms and conditions.
  • Preparing and overseeing proposal and bid packages, including ensuring that all Departmental and JHU procurement policies are adhered to, as well as organizing and presiding over pre-bid meetings, bid openings and post-bid meetings.
  • Proofread and/or review, and prepare project contract documents including but not limited to project manual, project specifications and drawings.
  • Coordinates project management staff during project contracting activities.
  • Conducts pre-proposal/bid conferences with architects, engineers, consultants, contractors, and vendors to clarify issues on contractual requirements and ensures application of department policies and procedures to all capital project vendors by attending and presenting at capital project kickoff meetings.
  • Attend and lead contracting related meetings at various JHFRE campuses and/or project locations.
  • Prepares and evaluates bid tabulations and makes recommendations for award.
  • Responsible for post bid process.
  • Ensures Johns Hopkins Economic Inclusion Plan program requirements are included in all solicitation documents and implemented in all contracts.
  • In coordination with Project Management Team, responsible for development of Economic Inclusion Plan for each project.
  • Ensures compliance with the JHFRE Facilities Design and Construction Contracting Office policies and procedures and revises such policies at the direction of the Associate Director of Contracting.
  • Consults with Project Managers and other internal stakeholders on project contract requirements.
  • Coordinates and responds to day-to-day Project Management staff information requests regarding contracting activities.
  • Researches various resources (departmental, organizational/affiliate, external) to compile and analyze data that is relevant to study objectives, with vigilance for incidental trends and salient information.
  • Performs special assignments as directed/requested by the Assistant Director or their supervisors.
  • Provides project contracting oversight of work/requests submitted by project management staff.
  • Work with the project teams to ensure that contracted services fall within the stated budget and allotted time frame.
  • Prepares training and other programs to develop and enhance D & C Contracting, Project Management and related support staff capabilities.

Education:

  • Bachelor’s degree in business administration, engineering or a construction related field required. 
  • Professional Manager of Projects (PMP) certification is desirable, or Law Degree.  

(Additional education may substitute for required experience and additional related work experience may substitute for required education, to the extent permitted by the JHU equivalency formula (30 undergraduate degree credits (semester hours) or 18 graduate degree credits = one year of experience).

Experience:

  • Six years of contract administration or other related experience required.  
  • Eight (8) years of related and progressive experience as a Contract Administrator or comparable position preferred.

Knowledge, Skills and Abilities:

  • Knowledge of contract management and administration practices, project management principles and practices, construction management methods/techniques/principles, and construction codes/standards. Proficient knowledge of  design and construction related procurement rules, theories, principles, practices, and processes typically acquired in contract administration, project administration, project management or related field.
  • Functional knowledge of construction industry bidding and contracting processes and procedures inclusive of assessing and negotiating contract terms and conditions and their integration into all related documents. This knowledge should include a strong understanding of design, engineering and construction related contract vehicles and their appropriate usage (e.g. Time and materials, lump sum, CM-at risk, etc.).
  • Functional knowledge of scheduling and project management computer applications including, but not limited to Microsoft Project and experience with project management and documentation systems
  • Requires strong attention to detail and the analytical skills to collect information from diverse sources, apply professional principles in performing various analyses, and summarize the information and data to solve problems.
  • Advanced interpersonal, and oral communication skills to communicate and interact effectively with a range of stakeholder levels, both internal (staff to Board of Trustees) and external (including Contractors, Vendors, Architects and other non-JHUFRE personnel). 
  • Exceptional writing skills with ability to draft, understand and explain complex contracts and related documents and processes such as Requests for Proposals, Requests for Qualifications, Requests for Quotations, contract terms and conditions to internal and external stakeholders.
  • Ability to read, analyze and interpret complex documents and possess functional knowledge of key risk areas related to design and construction contracting with an ability to identify and account for such risks in related procurement documentation
  • Ability to perform comprehensive bid analysis inclusive of scope, cost, schedule, and quality proposal evaluation on complex contracts.
  • Possession of proficient knowledge of contracting procedures and language included in American Institute of Architects (AIA) and Construction Specifications Institute (CSI) forms and formats related to general conditions and technical specifications.
  • Ability to manage multiple projects and establish priorities in a fast paced environment
  • Ability to develop, establish, and implement training of personnel, and possess interest and drive for cross training in other team knowledge areas
  • Possess knowledge of computer applications including Windows, word processing, database, spreadsheet, project management and presentation packages.
  • Ability to interact professionally with JHU departmental and JHFRE staff as well as contractors, manufacturers, vendors and consultants.
  • Ability to identify issues with project management requests or needs of the project so they can be adequately and appropriately accounted for in the bid process so that risks associated with the design, construction or equipment purchase can be anticipated managed and addressed during the procurement.
  • Ability to analyze contracts with an eye towards reducing costs while ensuring scope and quality compliance.
  • Ability to read and interpret design and construction agreements and associated legal concepts and language in relation to complex engineering and construction documents, service manuals and other technical and financial documents.
  • Track data in project management system, updating electronic records as needed and preparing reports for distribution.
  • Collect, track, read and interpret complex construction documents, including drawings, specifications, contracts, service manuals or other technical documents.
  • Monitor and report procurement processes and statuses for projects to internal stakeholders.

Physical Requirements:

  • Ability to remain stationary for extended periods of time.
  • Ability to operate a computer and/or other office equipment on a frequent basis.
  • Must frequently communicate with others and exchange accurate information.
  • Ability to move about the office and campus.

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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