Contracting Team Administrator JHFRE Capital Projects

Under general supervision of the Sr. Contracting Manager, we are seeking a Contracting Team Administrator JHFRE Capital Projects who will provide support to the JHFRE Capital Projects Contracting Team. The CTA will be an integral member of the Contracting Team, which provides design and construction procurement services, contract administration, economic advancement, and accounting services for the JHFRE Design & Construction (D&C) and Planning & Architecture- collectively referred to as the Capital Project’s team, and Facilities Teams.

Capital Projects is responsible for management of the design, construction, and occupancy for new construction, renovation, and capital renewal projects at JHU’s various campus locations. D&C provides services to all university schools and divisions, except the School of Medicine and the Applied Physics Lab.

The Capital Project’s Team currently includes approximately 50 professionals who support the Johns Hopkins University mission. Reports to the Sr. Contracting Manager for the Contracting Team, JHFRE Design & Construction.

Specific Duties & Responsibilities

• Assists in the preparation, tracking and compliance of all Contract Documents within the project portfolio including design, engineering, construction, consulting, furniture, moving, and other specialized services.
• Assists with verification of required contract documents including certificates of insurance and bonds.
• Assists with coordination with the University legal team, Project Management Teams, and vendors regarding proposed edits to contracts.
• Assists with tracking, reporting, and sending reminders to vendors and JHFRE personnel to maintain the contact commitment workflow process.
• Assists to maintain, update, and coordinate contract templates in project files and PMWeb.
• Assists with entering new projects and associated data in PMWeb and weekly Commitment Status updates.
• Assists with coordination with project managers to develop Request for Proposal (RFP) and Invitation to Bid (ITB) solicitations for design & consultant services, construction management & general contracting services, and furniture and equipment procurement.
• Assists to review the accuracy of proposals for fair and accurate evaluations by the project team.
• Assists with review and analysis of proposals for the evaluation by the project teams to determine best value to the University.
• Assists with communications with solicited firms and internal JHFRE project team members.
• Assists in maintaining vendor lists, ensuring company information is current and accurate.
• Assists with processing of commitments, change orders, budget amendments, and project closeouts in PMWeb and SAP.
• Assists with processing of quarterly project fees.
• Provide general administrative support to draft memos and transmittals to University Leadership.
• Contributes to Contracting Team oversight to ensure compliance with D&C Processes and Procedures and with University Policies by the D&C and Program Management Teams, and respondents to RFPs and bid solicitations.
• Assists with scheduling and managing pre-bid meetings, interviews with short listed firms, and other Contracting Team meetings.
• Provides support to ensure vendor and contract information is up-to-date in B2GNow for economic impact data tracking.
• Provides support on economic advancement reporting and tasks related to Hopkins Local initiative.
• Provides assistance with the management of our work induction process, which documents project requests from University clients.
• Works cohesively with all departments within Johns Hopkins Facilities and Real Estate to support the overall mission of the organization and the University.
• Represents the University to external constituencies including architects, engineers, constructors, regulatory agencies, etc. on a variety of issues related to project procurement and submission requirements.

Communication

• Demonstrates the use of excellent verbal and written communication skills for consensus building, collaboration, and problem solving.
• Exchanges routine and non-routine information with staff, vendors, and internal and external clients as appropriate.

Special Knowledge, Skills, & Abilities

• Coordinate and prioritize tasks, resolve problems, and manage tasks as required.
• Working knowledge of procurement procedures and contract management is a plus.
• Working knowledge of design and construction industry preferred.
• Proficient knowledge of computer applications including Windows, word processing, Excel, and project management and procurement software.
• Ability to use equipment and applications indicated herein.
• Collaborative, inclusive, and respectful work ethic which builds and sustains positive working relationships with a wide range of constituents and external vendors.
• Interacts professionally with JHU departmental staff as well as contractors, manufacturers, vendors and consultants.
• Ability and comfort level with public speaking and presentation skills as needed.
• Committed to the mission of the University, customer service, and best practices in design and construction procurement.

Minimum Qualifications

• Bachelor’s Degree in Business, Construction, Architecture or related field.
• Three years of related experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Classified Title: Contract Administrator
Job Posting Title (Working Title): Contracting Team Administrator JHFRE Capital Projects (Johns Hopkins Facilities & Real Estate)
Role/Level/Range: ATP/04/PC
Starting Salary Range: $53,800 - $94,400 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday
FLSA Status: Exempt
Location: Hybrid/JH at Keswick
Department name: Design & Construction
Personnel area: University Administration