Contracts Administrative Assistant - 117634
#117634 Contracts Administrative AssistantExtended Deadline: Wed 12/7/2022
UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
This position offers a hybrid work arrangement, which includes a combination of onsite and remote work.
UCSD Layoff from Career Appointment: Apply by 07/20/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 08/01/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will remain open until filled.
Under general supervision, the Contracts Administrative Assistant provides administrative support relating to Contract Administration. The Contracts Administrative Assistant prepares contract bid documents (Long form, Design Bid Build) with proper exhibits; prepares and coordinates the legal advertising; conducts public bid openings; prepares and distributes bid summaries; reviews and conforms bids and bid bonds for proper content; awards construction contracts verifying content, funds, bonding; and ensures liability and Builders Risk insurance coverages are in place.
The Contracts Administrative Assistant provides administrative review in support of prequalification documents for Design Bid-Build projects undergoing the prequalification process. Co-coordinates and participates in prequalification meetings and in the review of qualifying construction firms. This position is also the primary person responsible for the administrative preparation of the Executive Design Professional Agreements (EDPA) and the accompanying authorizations, and the Professional Services Agreements (PSA) and accompanying authorizations, and will be responsible for monitoring the amounts and thresholds of each. The Contracts Administrative Assistant interacts with departmental and campus-wide project management teams in providing instruction for the proper usage of the various agreements based on defined UC policy. The Contracts Administrative Assistant is responsible for keeping abreast of the current documents from University of California Office of the President (UCOP).
Proven skill and knowledge encompassing contract and construction terminology, methodology and workflows. General understanding of public contracting laws and construction and design methodology and workflows.
Demonstrated knowledge and understanding of Consulting Agreements and Work Authorizations.
Strong ability to schedule meetings and maintain calendars.
Proficiency in word processing, spreadsheet and PowerPoint creation. Strong knowledge of Microsoft Suite of applications (Word, Excel, Outlook, PowerPoint).
Fast accurate keyboarding and data entry skills with knowledge of proper formats and skill in proofreading own work. Excellent knowledge of grammar, spelling, punctuation and usage.
Knowledge, as demonstrated through experience, of filing systems and ability to maintain electronic records, files and supplies in a neat, legible and orderly fashion.
Excellent customer service background in a service oriented environment, with a personal demeanor that reflects a supportive, friendly issue-resolution demeanor in all interactions. Demonstrated experience working in an office environment preferred.
Strong organizational skills in order to prioritize multiple tasks; develop, analyze and/or revise procedures; meet deadlines to ensure timely completion of actions; and work in an environment of heavy pressures, changing priorities, and multiple deadlines.
Proven verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population. Ability to work with a diverse population exercising good judgment, tact, diplomacy, flexibility, and professional acumen to promote positive working relationships and job effectiveness.
Effective interpersonal skills with strong, demonstrated ability to interact effectively with all levels of an organization including administrators, managers, staff and outside consultants. Demonstrated ability to work as a team member
- DOJ and FBI background checks and clearances required prior to hire.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.
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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.