Posting Details
Posting Details
Posting Number S10356P
Working Title Grants & Contracts Professional
Department FMD-Project Management
About the University of Georgia
Since our founding in 1785, the University of Georgia has operated as Georgia’s oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
About the College/Unit/Department
The University of Georgia Facilities Management Division is the largest of seven (7) divisions reporting to the Vice President for Finance and Administration. The exceptional staff of over 900 personnel within the division manage, operate and maintain campus landscapes, buildings and infrastructure to promote the long-term sustainability of the University.
College/Unit/Department website fmd.uga.edu
Posting Type Internal (PEP)
Retirement Plan TRS or ORP
Employment Type Employee
Benefits Eligibility Benefits Eligible
Full/Part time Full Time
Work Schedule
Additional Schedule Information
M-F 8-5. Some nights and weekends may be required to fulfill the needs of the department.
Advertised Salary $56,000.00
Posting Date 05/08/2023
Open until filled No
Closing Date 05/12/2023
Proposed Starting Date 06/01/2023
Special Instructions to Applicants
You must be a current employee of The University of Georgia to be considered for this position.
Location of Vacancy Athens Area
EEO Policy Statement
The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).
Position Information
Classification Title Grants & Contracts Professional
FLSA Exempt
FTE 1.00
Minimum Qualifications
Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications
Background in project management, public works, and engineering bid processes and public solicitation methods for purchasing services and materials for a facilities organization
Broad knowledge base of campus facilities and infrastructure operations (mechanical, electrical, plumbing, utilities, emergency procedures)
Computer software (Microsoft Office, UGAMart, Assetworks AIM or other CMMS desired but not required)
Knowledge of and experience with various contract types and methods (preferably public works contracting and State purchasing)
Professionalism in all endeavors as they relate to UGA as a representative of FMD with the ability to foster positive working relationships with FMD personnel and campus partners.
Position Summary
The Contract Specialist position is responsible for a wide range of contract and procurement related responsibilities as a direct report to FMD leadership. Attention to detail and accurate execution of all contract documents is crucial to keep the work of FMD moving forward without interruptions and delays due to missing documentation, procedural oversights, or inaccurately prepared void contracts. The position of Contract Specialist is a source of knowledge and assistance for many aspects for the mission and services of FMD.
The Contract Specialist will determine the appropriate contracting instrument of service from an array of BOR and OLA sanctioned contract methods suitable for the varied needs of the facilities organization. The Contract Specialist will know under what circumstances and thresholds a public bid offering shall be prepared and when to consult with Procurement or Office of Legal Affairs regarding unique situations outside the purview of the Contract Specialist’s authority.
Routine responsibilities include creating agreements; review of all terms for compliance; advising outside vendors of UGA contracting and purchasing processes and how to insure their project with FMD will receive a timely Notice to Proceed; prepare all contract change orders and amendments; confer with Procurement staff on purchase orders, bids, agency contracts, submissions to the Georgia Procurement Registry; educate and inform leadership, staff, and outside contacts of changes in processes related to contracting and related endeavors; maintain contract management processes and AiM project management contracting workflows; write specifications for contracts when needed; write requisitions for construction projects over $50,000 and design/consulting contracts over $2,500. This position is a liaison with Procurement and initiates all FMD bid processes and consortia contracts. The Contract Specialist maintains accurate and meticulous records of all executed contracts following the State and UGA document retention guidelines.
Other duties of the Contract Specialist are completion of necessary reports and timely submission of other documents as requested; near daily contact with FMD Business Office and Project Management Capital Project Accountant to ensure proper accounting, business office, and contracting functions are aligned; advise vendors and problem solve when invoicing or contract interpretation issues arise; annually complete renewal documents for all FMD Construction Task Orders and Indefinite Design Indefinite Quantity Engineering contracts.
The Contract Specialist works with the Manager of OUA Budgets & Capital Expenditures and the OUA Contract Specialist on special projects and on contract related processes affecting both FMD and OUA. Other duties include preparing reports, running analysis, assisting where needed in FMD with contracting or purchasing concerns, serving on Interview Panels, and completing ongoing training and professional development.
Knowledge, Skills, Abilities and/or Competencies
- Professional oral and written communications skills, with a wide target audience comprised of mid to senior level Finance and Administration professionals; FMD and OUA leadership; Senior Director, Director & Assistant Director level management; project managers and engineers; Deans and all campus stakeholders; outside engineering firms and contractors.
- Ability to make timely and sound decisions without oversight based on multiple factors as they relate to contracting and State regulations, while most effectively promoting the mission of the Organization.
Physical Demands
Sit and work at a computer up to eight hours a day. Driving as needed to perform job related duties.
Is driving a responsibility of this position? No
Is this a Position of Trust? Yes
Does this position have operation, access, or control of financial resources? Yes
Does this position require a P-Card? No
Is having a P-Card an essential function of this position? No
Does this position have direct interaction or care of children under the age of 18 or direct patient care? No
Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No
Credit and P-Card policy
Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.
Duties/Responsibilities
Duties/Responsibilities
Timely preparation of all capital project and work order contract agreements & change orders/amendments; obtain binding signatures and supporting documentation as needed; track each step from request-for-contract to NTP.
Percentage of time 65 Duties/Responsibilities
Exercise legal and critical decision-making regarding contracting and agreements while advising FMD Personnel, stakeholders, and outside vendors on matters related to contracts and agreements.
Percentage of time 10 Duties/Responsibilities
Initiate and reply to email; i.e. business correspondence with vendors, contractors, FMD personnel, Procurement, etc.
Percentage of time 10 Duties/Responsibilities
Maintain all documents and records relating to contracts, purchase orders, document retention, and workflows.
Percentage of time 5 Duties/Responsibilities
Prepare bid documents and facilitate all bid processes; coordinate bids with Procurement. Advise stakeholders of processes for Agency, RFQ, RFP, and other bid solicitation options. Research consortia contracts for use by FM.
Percentage of time 5 Duties/Responsibilities
Reports, meetings, and other duties as assigned.
Percentage of time 5
Contact Information
Recruitment Contact
Contact Details
For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.
Recruitment Contact Name Jennifer Futter
Recruitment Contact Email jfutter@uga.edu
Recruitment Contact Phone 7065420350
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * Are you a current employee of the University of Georgia?
- No Response
- No
- Yes
Applicant Documents Required Documents
- Resume/CV
- Cover Letter
Optional Documents