DESCRIPTION

Are you a skilled administrative assistant who thrives in a team environment? Do you excel in a fast-paced setting with diverse and exciting projects? Look no further! Capital Program Management at UC San Diego is seeking a dedicated team player eager to learn about the construction industry.

As a Contracts Assistant, you'll be a part of a dynamic team committed to delivering high-quality results for UC San Diego and its capital programs. In this role, you'll provide essential administrative support to the Contracts team and contribute to the University's vibrant construction program.

If you’re a motivated, organized individual with excellent communication skills, we want to hear from you! Apply now to join our team as a Contracts Assistant and take the first step toward a rewarding career.

Under general supervision the Contracts Assistant provides administrative support relating to Contract Administration including preparation of 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 ensuring liability and Builders Risk insurance coverages are in place.

The Contracts Assistant provides administrative review in support of prequalification documents for Design Bid-Build projects undergoing the prequalification process. Co-coordinates and participates in the 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, the Professional Services Agreements (PSA) and accompanying authorizations, monitoring amounts and thresholds of each.

The Contracts 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 Assistant is responsible for keeping abreast of the current documents from UCOP.

QUALIFICATIONS

• Demonstrated skill and knowledge encompassing contract and construction terminology, methodology and workflows.

• Proficiency in word processing, spreadsheet and power point creation. Excellent knowledge of MS Suite of applications (Word, Excel, Outlook, PowerPoint).

• Fast accurate keyboarding and data entry skills with knowledge of proper formats; skill in proofreading own work; excellent knowledge of grammar, spelling, punctuation and usage.

• Knowledge of filing systems and ability to maintain electronic records, files and supplies in a neat, legible and orderly fashion.

• Proven ability to schedule meetings and maintain calendars.

• Excellent 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.

• Ability to work as a team member; ability to work with a diverse population exercising good judgment, tact, diplomacy, flexibility, and professional acumen to promote positive working relationships and job effectiveness. Demonstrated experience working in an office environment preferred.

• Excellent interpersonal skills with strong, demonstrated ability to interact effectively with all levels of an organization including administrators, manager, staff and outside consultants.

• Strong verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population.

• Excellent customer service background in a service oriented environment, with a personal demeanor that reflects a supportive, friendly issue-resolution demeanor in all interactions.

SPECIAL CONDITIONS

• DOJ and FBI background checks and clearances required prior to hire.