Department: Design and Construction
Classification: Administrative Program Assist
Appointment Type and Duration: Regular, Ongoing
Salary: $18.93 - $28.25 per hour
FTE: 1.0
Review of Applications Begins
Feb 10, 2025; open until filled
Special Instructions to Applicants
To be considered for this position, applicants must submit a complete application. Complete applications must include an online application and resume that address how you meet the minimum and preferred qualifications.
We are interested in finding the best candidate for the position. We encourage you to apply, even if you don’t think you meet every one of our preferred qualifications--use your application to let us know what is meaningful to you about the role and what transferable skills or other qualities you would bring.
Department Summary
Campus Planning and Facilities Management (CPFM) is a vibrant unit within the Finance and Administration portfolio. CPFM is comprised of five departments, and approximately 270 employees: Facilities Services, Utilities & Energy, Campus Planning, Office of Sustainability, and Design & Construction. CPFM is responsible for planning, building, maintaining, and operating the infrastructure that supports the University. As stewards of a physical legacy, CPFM enables the university community to achieve its potential by providing a campus that is safe, clean, beautiful, inspiring, and environmentally responsible.
CPFM values its commitment to collaboration, service excellence, diversity, problem-solving, and stewardship. CPFM takes pride in the campus’ ability to function seamlessly, while fostering an environment for educational excellence.
The Office of Design and Construction (D&C) works closely with Facilities personnel, faculty, and staff across campus to deliver successful, budget-conscious projects. Project sizes range from under $50,000 to over $200M. Project types include small departmental moves, interior renovations, new building construction, and many different types in between.
Position Summary
The Contract Specialist position is responsible for the preparation and processing of Design and Construction contracts and associated documents. This includes coordinating, logging, tracking, and filing of documentation while ensuring compliance with office policies and procedures as well as conforming to applicable state and federal laws.
The Contract Specialist maintains records within the UO retainer program for the University. Additional responsibilities include the coordinated distribution and authorization of contract documentation for approvals and execution. The Contract Specialist reviews contract documents submitted by contractors/design teams to ensure completeness of required documentation. Documents will include; contracts, amendments, change orders, bonding documents, insurance certificates, etc. as required by individual contracts.
The Contract Specialist is required to make quick decisions, especially with regard to information given to contractors, prospective bidders, architects, engineers, and others. In addition, the Contract Specialist is required to interpret rules and laws, and to apply them to contracts.
A positive and professional attitude and manner should be practiced when communicating with others in order to maintain a quality working relationship and reflect well on the University of Oregon. The Contract Specialist is required to decide work priorities, weighing the consequences of not getting work done on time.
The incumbent’s work is reviewed by the Assistant Director of Business Operations and the Director of Design and Construction. Work is also reviewed during a change in policy or during the initial training period to ensure compliance to laws in order to maintain a high level of accuracy and responsiveness. The Contract Specialist is expected to work independently while getting guidance on non-routine matters. A performance evaluation is conducted annually.
The incumbent is expected to follow all regulations set forth by: Design and Construction manual, Attorney’s General Public Contracting Rules Manual, FASOM’s, IMD’s Banner Guides, Oregon Revised Statues, Oregon Administrative Rules, AIA Contracting guidelines, Construction Specification Institutes Document Standards, OMB Circular A-110 (Federal Grant Requirements). These guidelines are used as rules, regulations, and procedures for contracting capital construction and for agreements with private consultants and to ensure work is completed in a compliant manner.
ESSENTIAL PERSONNEL
This unit provides essential services during times of emergencies and inclement weather. This position may be required to fulfill essential services and functions during these times.
Minimum Requirements
• Three years of office experience which included two years at full performance level and experience generating documents; and
• Lead work responsibility or coordination of office procedures.
Professional Competencies
• Ability to perform duties in a way that advances and supports the mission of the department and university
• Ability to work effectively in a diverse team environment and to create effective relationships for problem solving and positive interactions
• Strong initiative, looking for what needs to be done and doing it
• Aptitude for attention to detail
• Ability to create a safe and safety-conscious workplace
• Ability to create a respectful workplace and model a positive and proactive attitude
• Willingness to model the highest ethical standards
• Superior customer service
Preferred Qualifications
• Experience developing or processing contracts for an organization within the construction industry
• Experience working with or within a state institution of higher education
FLSA Exempt: No
All offers of employment are contingent upon successful completion of a background check.
This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.
The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit https://hr.uoregon.edu/about-benefits.
The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.
UO prohibits discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy (including pregnancy-related conditions), age, physical or mental disability, genetic information (including family medical history), ancestry, familial status, citizenship, service in the uniformed services (as defined in federal and state law), veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Office of Investigations and Civil Rights Compliance. Contact information, related policies, and complaint procedures are listed here.
In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.
