Classified Title: Contract Administrator Role/Level/Range: ATP/04/PC 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
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 of Contracting (ADC), the Contracting Administrator shall be primarily responsible for the preparation and negotiation of contracts and the management of vendors within the project portfolio including design services, construction services, special services, consulting, project related furnishings, moving and AV and IT equipment.
Incumbent must have knowledge and experience in construction contracting, construction services contracting; architect and engineering services contracts; professional/consultant contracting (i.e., landscape design, environmental services) and other types of service contracting such as; real property, supply and equipment related procurements. Incumbent will perform pre-award and post-award functions, including acquisition planning, price/cost/analysis, negotiation, administration, coordinating and controlling the full range of contracting functions from receipt of the requirement through contract close out. Coordinate with Project Manager(s) to gather necessary information to compile CAPEX request for design, construction and engineering services, equipment, parts, machinery, and furniture in the most cost effective fashions and at the best value to JHU. Supports Project Managers to find alternative vendors and contractors in order to obtain competitive quotes for design and construction services. Prepare and manage contract documents in coordination with Procurement and General Counsel Risk Management department. Issue Contracts and PO’s and send Terms and Conditions for purchased services, materials, and equipment. Expedite orders when necessary. Track the receipt and vendor performance of these Contracts and PO’s. Negotiate, administer, and review purchase contracts with vendors (price, schedule, quality, and terms) for products, materials, and/or services. Assist ADC in collecting information to qualify and periodically evaluate vendors and contractors.
Essential Job Functions:
Perform detailed analysis of responses to solicitations including: adequacy of competition; compliance with solicitation; price reasonableness utilizing basic price analysis techniques; assess financial responsibility and performance capability of offeror’s.
Maintains AIA template agreements, and prepares award documentation including electronic systems project set up, contracts and P.O’s and maintains records including preparation of clear, concise, and technically accurate memoranda, letters, decisions, and minutes of meetings or reports that support contractual actions or recommendations and distributes contracts and purchase orders utilizing PMWeb workflow in a timely manner as required.
Accesses confidential/sensitive departmental or organizational information for project analysis and ensures appropriate funding and required waivers, certifications, approvals, and compliance have been obtained for development of contract and P.O. solicitation requests.
Works closely with the project management teams to establish contracting schedules, projects schedules, project scopes and requirements.
Track, monitor, and status current RFP’s, and IFB’s and prepare reports and updates
Assists Project Team and other internal stakeholders with determining project procurement and contract administration requirements, and strategies, prepares consulting, construction, architectural and engineering contracts as necessary for minor and major capital projects.
Enters new projects and associated data including contacts, roles, bidders, bid dates, etc. in Accounting and Project Management system and plans and executes contracting activities for projects as directed and/or as projects warrant.
Work with the project teams to ensure that contracted services fall within the stated budget.
Prepares and maintains a current filing system for each project and oversees the tracking and execution of various form agreements produced and provides monitoring and reporting of contracting staff activities.
Prepares, reviews, sets up and enters all contracts and change order requests into Project Management System (PMWeb) and accounting system (SAP) ensuring vendor compliance with executed contract agreement and JHFRE department policies.
Processes and monitors contract required certificates of insurance.
Follows-up with Contractors and/or vendors to ensure project regulation compliance.
Gathers and compiles procurement and contract administration information for use and review by direct supervisors and other departmental personnel.
Assist in preparing Contracting staff for participation in departmental initiatives (e.g., surveys, audits).
Assist Contracting staff with developing, monitoring and reporting contracting processes and statuses to internal stakeholders.
Instructs departmental staff in the use of tools/mechanisms that solicit staff contribution to departmental or procurement studies.
Bachelor’s degree in Business Administration, Supply Chain Management or related field required. Certified Purchasing Professional (CPP), or Certificated Paralegal preferred.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).
Five years of related contract administration experience required. Procurement and/or Contract Administration experience in construction, engineering, and/or fabrication is strongly preferred. Minimum Five (5) years of experience independently performing the full range of procurement/contracting functions from receipt of the requirement through contract close-out including: acquisition planning; negotiation; administration; coordinating and controlling. Experience with procurement regulations, procedures, and techniques performing contracting assignments such as: drafting contracts and P.O.’s; developing standard clauses and special provisions; recommending award and necessary documentation to support award; analyzing bids or proposals for responsiveness; assisting with monitoring and documenting the contractor's performance; and reviewing contract files for completeness and closure.
Knowledge, Skills and Abilities:
Knowledge of procurement theories, principles, strategies, processes, with proven experience in implementation of all design and construction industry administrative aspects of procurement and contract administration rules, regulations, and policies.
Knowledge of a wide range of design, construction, engineering and maintenance field solicitation and acquisition strategies, and contracting methods, with proficiency in the drafting, and interpretation of contract terms and conditions, and their integration into various related contract types (e.g. Time and materials, lump sum, CM-at risk, IDIQ, etc.).
Knowledge of and experience with preparation of contract modifications, administrative change order documents and supporting memoranda for all contract actions.
Knowledge of advanced business principles & best practices, vendor life cycle management, negotiating procedures, cost/price analysis and profit analysis, market conditions and factors applicable to program/project technical requirements that impact the procurement process including changes in product availability, price, quality, and other value factors.
Knowledge of, and conversant with computer/internet based solicitation and procurement systems; demonstrated skills using computers and various software, and strong proficiency with Microsoft Word and Excel.
Ability to work independently, take initiative, set priorities and see projects through to completion
Our ideal team member is a self-starter that embraces ambiguity, thinks big, and brings their own uncompromising standards of excellence.
Possess advanced oral and written communication skills; ability to establish effective collaborative, working relationships with customers to provide guidance in the development of the statement of work/performance work statement and data requirements; and perform risk analysis to determine appropriate contract type and method of procurement based on the nature of service required, urgency of need, estimated cost, market conditions, and applicable procurement policies and regulations.
Understands, and assimilates, organizational/affiliate and departmental policies, procedures and systems.
Possess knowledge of administrative practices and procedures typical to construction, including lien releases, insurance verification, and industry standard forms
Possess ability to plan, research, analyze, coordinate, implement and present projects of varying nature, and extent to various stakeholders.
Detail oriented to review RFP and IFB packages for adequacy and completeness of description, consistency, and compliance with administrative, regulatory, and procedural requirements.
Organized and time conscious to plan acquisitions, prepare and issue solicitation documents for design, construction, and maintenance services, equipment, and supplies.
Ability to interact professionally with JHM/departmental staff, JHU personnel, contractors and vendors.
Candidate must possess and demonstrate critical thinking skills; have strong problem-solving and process improvement skills with knowledge of methods and techniques of fact-finding, and analysis, to develop concrete action plans to solve complex problems; and work independently with minimum supervision.
Uses broad range of, contracting, negotiating, legal, management and business knowledge to identify, analyze and resolve contractual, or financial issues.
Compiles and manages all procurement process documents and maintains and analyzes data to demonstrate the justification of decisions, procedures and policies.
Ability to maintain confidentiality and maintain a high degree of personal integrity.
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.
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
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 firstname.lastname@example.org. 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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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.