Contract Analyst

Job Description

Job Description

The Contract Analyst is required to follow all the policies and procedures as set forth in the University of California Office of the President (UCOP) Facilities Manual, all applicable statutes, the Public Contract Code and Regental policies, UCSF Campus policies and departmental procedures as they related to the processing of contracts, the selection of Design Professionals, Professional Service Agreements, change orders and contract amendments. The Contract Analyst will perform analysis and evaluation of prequalification documents, review of specifications; prepare bidding documentation, award construction contracts and will assist in all other administrative task related to contacts as needed.

Demonstrates professional skills as an experienced contract administrator to draft and issue varied contracts. Demonstrates good judgment in selecting methods and techniques for obtaining solutions, including identifying potential contractors, conducting the bidding process, drafting contract terms, and ensuring compliance with contract terms through contract completion.

This position will work with the Contracts Manager on custody and administration of all contract files and legal documents; develop and implement records maintenance and retention protocol in accordance with University retention policy and State record maintenance law and assist in managing the contracts database residing in the Design and Construction Business System. This position will assist the team in tracking, monitoring and updating contract templates, desk procedures, departmental activity reports, and perform other duties as assigned.

Department Overview

The organization of UCSF Real Estate is focused on the development, planning, delivery, and management of physical space for UCSF. Key responsibilities include a unified approach to oversee the active UCSF growth planned on a multi-site campus and to manage the complex metropolitan environments affecting capital assets and projects and efforts to align municipal challenges with maximum effectiveness in support of the UCSF mission.


UCSF Real Estate is an integrated unit that enables the alignment of development, planning, design, construction, and lease portfolio management. Services are provided through the following departments: Building Permit Services, Campus Design and Construction, Campus Planning, Construction Contract Administration, Health Design and Construction, Health Major Capital Projects, Real Estate Services and support through Business Intelligence, and Finance, Administration and Operations.


The Real Estate Campus & Health Contract Administration department provides centralized contract management and legal review services that include coordinating contract requests, advising on contractual matters, negotiating, and drafting legal documents, facilitating legal review, and timely renewal or termination of contracts to meet internal policies, Public Contract Code, UCOP (University of California Office of the President) Facilities Manual, and external regulations and optimizing legal and business terms.


Contracts Administration is a shared service in Real Estate that partners with Design & Construction, BCH-Oakland Design & Construction, Major Capital Projects, Campus Planning, and the Facilities Services departments to procure and contract Architectural, Engineering, and Construction services.


The combined UCSF Campus and Health organizations include approximately 198 UCSF and 38 contract personnel; operating/recharge budgets of more than $62.2M per year; current year capital project expenditures of $900M; and oversight and responsibility for > $13.3B long-range capital development.

Responsibilities

of time

Essential Function (Yes/No )

Key Responsibilities

(To be completed by Supervisor)

40%
Yes Contract/Project Administration

Updates and maintains contract templates and forms.

-reviews contract requests for accuracy and completeness.


-process certificates of insurance, notices of completion, maintaining bonds.

-Documents and tracks key deliverables and action items from team and stakeholder discussions to improve our processes and service levels (as needed)


-Prepares, reviews, and executes contract documents (ie Mini's, PSA, EDPA, RFQ, Long Forms, etc).

-Selects appropriate contracting method based on departmental needs.

-Counsels departments in the execution of agreements and provides appropriate business, policy and legal review.

-Conducts bidding cycle activities, including receiving quotes and reviewing quotations. -Participates in contractor selection process in accordance with relevant policies, rules and regulations, etc.


-Evaluates all information and obtains additional information as required to arrive at sound business decisions.

40%
Yes Internal Contract Procedures:

-Draft, review, and revise contract operating procedures; including continual process improvement.

-Collaborate on the updates of contracting tools/systems (ie Unifier, BuildingConnected, FMTrack, Maximo, Trello, DocuSign, etc.)


-Assist with UCSF department trainings.

-Identify, analyze, and resolve bidding document discrepancies.

-Advise the department on the appropriate contract template to use. (form/document)

20%
Yes Reporting:

-Updates weekly and monthly reports (ie Pre-Award Activities Snapshot, DEI Reports, workload log, vendor lists)

-Assist the Contract Manager to develop reports for UCSF RE Leadership.

100%
(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Qualifications

Required Qualifications

• Bachelor's degree in Business, Public or Contract Administration, Construction Administration or Construction Management and / or equivalent experience / training
• 3+ year of progressive experience
• Thorough knowledge of internal departmental / unit operating policies, applicable state and federal regulations and general contract terms.
• Thorough knowledge and understanding of specific contracting assignments.
• Strong written, verbal and interpersonal communications skills; and ability to deal effectively with broad and diverse constituencies ensuring strong customer service orientation and skills.
• Strong organizational, presentation and negotiation skills.
• Strong listening and political acumen skills.
• Strong knowledge of the organization, including its infrastructure, goals, mission, rules, policies, guidelines, etc.
• Demonstrated knowledge and experience in the use of personal computer (Windows NT platform) and compatible financial management, database spreadsheet, Internet, email, and word-processing software.
• Knowledge of architectural and construction terminology
• Demonstrated ability to establish and maintain productive working relationships, and to work as a team member when necessary.