Contracts Manager

Company: University of California Santa Cruz
Location: Santa Cruz
Posted on: May 27, 2023

Job Description:

Contracts Manager



Location: Santa Cruz
Job ID: 52983

JOB POSTING

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

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 06-19-2023



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 $49 million, manages a capital project portfolio of approximately $800 million, and employs over 350 full time staff to carry forth the duties necessary for the campus' development and operation.

More information can be found here: https://ppc.ucsc.edu/ppdo

JOB SUMMARY

Under the general direction of the Associate Director of Business Services, the Contracts Manager is directly responsible for and provides supervisory oversight to ensure implementation and compliance with all requirements 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 Physical & Environmental Planning Services and Design & Construction Services. The position requires the Contracts Manager to assume a broad range of responsibilities in the overall administration of the University's planning, design and construction contracting programs, including supervision and direction of contracts administration staff as well as development and implementation of a training program to a broader range of staff responsible for implementing projects. They serve as the principal liaison to the Campus Risk Services team, including the University-hired broker, to ensure that UC construction projects maintain current Builder's Risk and UCIP coverage, as required. The Contracts Manager also manages high value, complex agreements (e.g., design build, CM at-risk and job order contracting) and is responsible for the direct oversight and administration of construction agreements.

The Contracts Manager ensures that all contracting activities are performed in compliance with applicable laws including the California Public Contract Code, system-wide and campus policies and procedures, consulting with UC Office of General Counsel as necessary. The Contracts Manager develops contracting procedures for all contracts and agreements, and independently determines whether submitted documents conform to legal and policy requirements and meet quality standards. The Contracts Manager uses advanced contract administration skills to draft and issue highly complex contracts. They provide consultation; advice on drafting complex contracts and assistance in the interpretation of contract language which may include consultation with General Counsel, and guidance from University policies and procedures. The Contracts Manager is required to use extensive knowledge and experience in providing advice to outside professionals, in-house professional staff and other campus entities. The Contract Manager's ability to diplomatically and effectively communicate and to exercise sound judgment may have far-reaching impacts on these activities which are inherent to the overall success of the University's mission.

APPOINTMENT INFORMATION

Budgeted Salary: $120,000 - $135,000 / annually. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary above the posted range. The salary shown above is the budgeted range the University reasonably expects to pay.

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

Union Representation: Non-Represented

Job Code Classification: (000345) CONTRACT ADM 4

Travel: Never or Rarely

JOB DUTIES

60% - Contract Administration
Manages structuring, bidding, and processing of legally binding contractual documents with design professionals, construction contractors and professional consultants for planning, design, construction, renovation and maintenance projects.
Collaborates with internal partners as well as legal staff to structure contracts; refines and issues bid solicitations. Ensures professional contracting services are provided in compliance with all policies and procedures. Analyzes contracts to ensure compliance with all applicable laws, rules, regulations and policies. Advises management of contractual rights and obligations and provides interpretation of terms and conditions.
Oversees development and use of the appropriate legally enforceable agreements and contract documents which address complex design, phasing, funding and insurance requirements for Physical & Environmental Planning and Design & Construction Services.
Reviews agreements and contracts and ensures compliance and adherence to all applicable laws, rules, regulations, guidelines and policies prior to execution. Ensures revisions to policies and procedures for agreements and contracts are incorporated into campus contracting manuals and all contracts are issued in the most current format.
Responsible for the bidding process. Analyzes bids and implements award of contracts. Manages and oversees resolution of contract related disputes including bid protests, bid irregularities, subcontractor substitutions, hearings, etc.
Responsible for the implementation/administration of the Sheltered Bidding & Applicant Pool Program for Small and Diverse Businesses.
Oversees development and implementation of formal training programs for staff, contractors and design professionals to ensure understanding of critical contractual issues, policies and procedures. Oversees and develops responses to public records requests and contract reports required from and by contractors, compliance agencies, the campus, and University of California, Office of the President (UCOP).
Participates in system-wide committees and meetings through UCOP and the campus. Networks and coordinates with other UC campuses to ensure consistency in design and construction contracts.


15% - Advisor
Advises senior management and professional staff concerning all aspects of legal and policy issues, including risks related to contracts administration to ensure achievement of objectives. Assists in development of claims avoidance strategies. Assists in claims analyses.
Advises and consults with senior management and UCOP regarding contract administration. Audits department policies relating to agreements and contracts to ensure consistency with applicable laws and University policy guidelines.
Identifies the need and takes lead responsibility for coordination with UCOP and Office of General Counsel (OGC) on all contractual matters.
Collaborates with UCOP and OGC to make sound business decisions relating to construction contracts and agreements to mitigate university exposure which would result in actions against the university, such as protests, void contracts, legal claims, and all consequent financial liability.
Serves as Labor Compliance Officer for PPDO. Maintains an established, Department of Industrial Relations (DIR) reviewed and approved Labor Compliance Program for PPDO and provides training, auditing, and coordinates investigation of prevailing wage laws and requirements. Assures compliance with Public Contract Code and University contracting documents and policies.


15% - Supervision
Analyzes unit workload, takes appropriate action to define adequate staffing levels. Analyzes work flow and makes procedural changes necessary to maintain effectiveness and productivity. Assigns work responsibilities to new and continuing employees. Oversees hiring of new unit employees.
Conducts weekly staff meetings for coordination of activities and resolution of problems.
Conducts performance evaluations, recommend merit increases, reclassifications and/or promotions. Takes corrective/disciplinary action in conformance with UC policy and procedures.
Participates in and contributes to planning of short/long term goals.
Authority to resolve employee's request for grievance or administrative review or to recommend such action in consultation with the Staff Human Resources Office in conformance with UC policies and procedures.


10% - Documentation and Data Management
Oversees the development, implementation and maintenance of the digital document filing and retention processes ensuring that they meet the needs of the department as well as legal and system-wide requirements. Oversees the implementation and maintenance of the DocuSign processes and procedures. Manages and oversees the online plan room and electronic bidding processes.
Manages the database tracking & reporting system. Oversees the management and development of a comprehensive database of qualified contractors and consultants for the benefit of UCSC Project Managers. Ensure adequate competition among a rotating pool of qualified contractors.



REQUIRED QUALIFICATIONS
Bachelor's degree in related area and / or equivalent experience / training.
Advanced knowledge of 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 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.
Strong knowledge and skills in personnel administration, including selection, training, leadership, mentoring, evaluation, and taking corrective action, as required.
Skills to research, interpret and apply federal/state/university rules, regulations, policies, and department mission, goals, and objectives.
Advanced written, verbal and interpersonal communication skills; advanced listening and political acument skills to work with broad and diverse constituencies using advanced customer service skills.
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 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.
Advanced knowledge, or ability to obtain such, of the organization, including its infrastructure, goals, mission, rules, policies, guidelines, etc.
Ability to initiate, establish, and foster teamwork by maintaining a positive, cooperative, productive work atmosphere while establishing effective working relationships within a diverse population and with those from various cultural backgrounds.
Advanced presentation and communications skills including the ability to develop, organize, implement and effectively conduct comprehensive workshops and seminars for University personnel, design professionals, consultants and contractors for the purpose of hosting recruitment events, orientation programs, and providing ongoing training concerning University policy, contract documents, and related programs.



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.



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.
Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill 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 COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
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.

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

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=52983&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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Keywords: University of California Santa Cruz, Santa Cruz , Contracts Manager, Accounting, Auditing , Santa Cruz, California