Senior Contracts Analyst

University of California Santa Cruz Santa Cruz, CA Full-time Administration / Clerical

Posted on April 15, 2024

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Senior Contracts Analyst

Location: Santa Cruz
Job ID: 62527

JOB POSTING

This is a hybrid telecommuting position, we may consider 100% remote depending on experience and qualifications.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 01-16-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Physical Planning, Development & Operations (PPDO) manages and oversees all University activities and services related to physical and environmental planning, design and construction, engineering, physical plant maintenance and operations, capital planning and space management, and the associated business services necessary to support these functions. The University's main campus is spread across more than 2,000 acres and includes over 500 buildings comprising more than 8 million square feet. The department includes operating budgets of over $54 million, manages a project portfolio of approximately $950 million, and employs over 370 full-time staff to carry forth the duties necessary for the campus' development and operation.

More information can be found at: https://ppdo.ucsc.edu/ppdo/index.html

JOB SUMMARY

Under the direction of the Contracts Manager, the Senior Contracts Analyst is responsible for and performs a wide variety of complex and varied contractual services. Major duties include all aspects of structuring, bidding, and processing of legally binding contractual documents which establish business relationships between the University (UC) and design professionals, construction contractors, and professional consultants for Planning, Design & Construction, all while ensuring compliance with applicable laws, system-wide, and campus policies and procedures. The Contracts Analyst also assists in developing contracting processes and procedures for internal staff, as well as creating and maintaining project files.

APPOINTMENT INFORMATION

Budgeted Salary: $90,000 - $105,000/annually. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

Full-time, Fixed
Percentage of Time: 100%, 40 Hours per Week
Days of the Week: Mon-Fri
Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: CONTRACT ADM 3 (007380)

Travel: Never or Rarely

JOB DUTIES

40% - Contract Administration

Uses contract administration skills and organization policies and procedures to develop, draft, coordinate, modify, assemble, and issue bid and contract documents for University construction projects of various sizes.
Collaborates with internal partners to perform all bidding cycle activities. Analyzes bids and implements award of contracts. Participates in the resolution of bid-related disputes including bid protests, bid irregularities, subcontractor substitutions, hearings, etc.
Reviews alternates, unit prices, liquidated damages, insurance limits, contract time, and addenda for inclusion in bidding and contract documents. Ensures that required bonds are in the correct form.
Draft and issue contracts and related documents. Works on contract administration problems of moderate scope where analysis of situations or data requires a review of a variety of factors. Exercises judgment, analyzes, and evaluates all information, and obtains additional information as required to arrive at sound business decisions.
Ensure Builder's Risk enrollment and compliance at required levels. Secures and evaluates Certificates of Insurance to ensure contractors have required coverage, documented through correctly completed insurance certificates. Assures that all insurance documents are in place prior to executing the award of the contract.
Prepares memorandum regarding bidding, contracts, agreements, and related documents as required.

30% - Agreement Administration

Participates in the designer/consultant selection process (RFQ) in accordance with UCOP Facility Manual policies.
Processes, writes and amends various Professional Service Agreements (PSAs) and Executive Design Professional Agreements (EDPAs). Processes authorizations for work and revisions against agreements.

15% - Contractor Administration

Participates in identifying new contractors with a special emphasis on business outreach. Prepares monthly contractor usage reports and provides guidance to project managers concerning the use of contractors. Assists Contracts Manager in assuring rotation of contractors.
Assists in establishing and maintaining the annual consultant applicant pool. Assists in the implementation and administration of the Sheltered Bidding & Applicant Pool Program for Small and Diverse Businesses.

10% - Compliance Efforts

Assists Contracts Manager in implementing compliance measures related to California State Department of Industrial Relations (DIR) requirements. Participates in researching and developing responses to public records requests and certified payroll requests. Ensures that contractors are licensed and registered with the DIR at the time of bid opening. Registers and updates required contracts with the DIR. Ensures labor compliance on larger projects by using labor compliance tracking software.

5% - Management

In the absence of the Contracts Manager serves as backup performing manager duties including assisting leadership, project managers, and staff.

REQUIRED QUALIFICATIONS

Bachelor's degree in related area and / or equivalent experience / training.
Advanced written communication skills.
Advanced verbal and interpersonal communication skills; advanced listening and political acumen skills to work with broad and diverse constituencies using advanced customer service skills.
Thorough knowledge of, or ability to obtain such, contracting principles, practices, methods, and procedures along with the ability to analyze complex agreements and contract documents to ensure conformance with guidelines.
Advanced knowledge or ability to obtain such, in all aspects of contract administration, including the ability to effectively interpret and implement requirements associated with the UC
Facilities Manual, UC Business and Finance Bulletins, California Public Contract Code, Labor Compliance Program requirements as well as applicable laws, relevant rules, guidelines, policies, procedures, and practices.
Skills to- or ability to obtain such- research, interpret, and apply federal/state/university rules, regulations, policies, and department mission, goals, and objectives.
Excellent organizational skills sufficient to handle multiple assignments with the ability to take initiative and independently prioritize, plan, organize, coordinate, and perform work in various situations where numerous, competing demands are involved while maintaining a strong commitment to quality standards, attention to detail, and accuracy.
Demonstrated ability to prioritize assignments and independently organize work, demonstrated initiative and follow through to meet deadlines with minimal or no direction with a high degree of individual initiative and problem-solving abilities with an emphasis on quality, quantity, and timeliness of work.
Ability to maintain a high level of confidentiality, recognize information of a critical nature or matters of significance, and utilize a high level of discretion when handling sensitive situations.

PREFERRED QUALIFICATIONS

Juris Doctorate Degree
Experience in design and construction contract management.
Experience with public sector construction contract administration, insurance programs, and labor compliance programs.
Thorough knowledge of internal departmental / unit operating policies, applicable state and federal regulations, and general contract terms.
Strong knowledge of the organization, including its infrastructure, goals, mission, rules, policies, guidelines, etc.

SPECIAL CONDITIONS OF EMPLOYMENT

Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work long periods of time at a computer with or without accommodation.
The selected candidate has the option to work a hybrid work schedule. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=62527&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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