Penn State Job Catalog

Additional levels that exist for this job profile can be seen below.
Missing levels within the leveling matrix can be added based on business need.

The defined natural career progression within or between job profiles.

Construction Contracts Administration

The Construction Contracts Administrator is responsible for the comprehensive administration, procurement, and compliance oversight of construction-related contracts and solicitation activities for capital improvement, renovation, infrastructure, and facilities projects; oversees the preparation, review, negotiation, execution, and administration of construction contracts, professional design, agreements (architectural/engineering), and professional services agreements (studies and surveys), bid documents, and procurement processes to ensure compliance with applicable laws, regulations, university policies, public procurement standards, and project requirements; serves as a key liaison among project managers, contractors, consultants, legal counsel, procurement personnel, and regulatory agencies to support effective project delivery, contract compliance, risk mitigation, and continuous process improvement; provides guidance regarding construction contracting procedures, bidding requirements, contract interpretation, and procurement best practices while supporting operational efficiency and institutional objectives.

• Prepare, review, evaluate, and administer construction-related contracts and design-related agreements, solicitation packages, amendments, change orders, pay-applications, and other procurement documents for capital construction and facilities projects
• Develop and review front-end contract documents, general conditions, supplementary conditions, specifications, bid forms, and procurement requirements for compliance with institutional standards, legal requirements, and public procurement regulations; serve as the liaison between project management and central procurement as it pertains to the review and submission of purchase orders
• Coordinate and manage public and private solicitation processes, including Invitations for Bid (IFB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), interviews of firms, and related procurement activities
• Conduct public and private bid openings; review bids for responsiveness, responsibility, completeness, and compliance with solicitation requirements
• Prepare bid tabulations, procurement summaries, recommendation documents, and supporting materials for approvals and award decisions
• Facilitate contract execution processes and ensure all required institutional approvals, insurance certificates, bonds, licenses, and supporting documentation are obtained prior to contract award and project commencement
• Administer and maintain contract records, procurement documentation, solicitation files, and electronic contract management systems in accordance with records retention requirements
• Administer contractor prequalification and vendor responsibility review processes, including evaluation of financial capacity, licensing, safety records, references, litigation history, and prior performance; conduct evaluation of contractors at project completion
• Serve as the primary liaison between contractors, consultants, architects, engineers, university departments, and external agencies to resolve contractual, procurement, and compliance-related issues
• Coordinate communications related to procurement schedules, addenda, clarifications, substitutions, and contract interpretation
• Assist project teams with contract compliance monitoring, contractor performance evaluation, dispute resolution, and interpretation of contractual obligations
• Support negotiations related to contract terms, pricing, schedules, scope modifications, and construction-related claims or disputes
• Ensure compliance with applicable federal, state, and local laws, public procurement regulations, university policies, insurance requirements, bonding requirements, and construction contracting standards
• Coordinate with legal counsel, procurement, finance, risk management, environmental health and safety (EHS), and project management personnel regarding contractual risk, compliance concerns, and procurement strategy
• Support audits, record reviews, and compliance reporting activities related to procurement and construction contracting functions
• Administer Supplier Development Program (SDP) participation monitoring and reporting activities for construction projects; coordinate outreach efforts, contractor engagement initiatives, informational sessions, and workshops
• Monitor and maintain electronic bidding, procurement, and contract administration systems to ensure accuracy, efficiency, and data integrity
• Recommend and implement process improvements, workflow enhancements, system modifications, and operational efficiencies related to construction procurement and contract administration
• Develop guidance materials, templates, procedures, and training resources related to construction contracting and procurement practices
• Research industry trends, regulatory changes, and emerging procurement practices to support continuous improvement initiatives; update construction contracts and design agreements accordingly
• Prepare and submit project delegation requests, reimbursement requests/invoices, and periodic reports to the Pennsylvania Department of General Services (DGS)
• May supervise assigned staff, including recruitment, onboarding, training, performance management, coaching, and professional development

Level:

– Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates appropriate knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. Demonstrates baseline planning, organizing, directing, and facilitating skills. Reviews completed work of others to verify accuracy and quality. Follows recommended approaches to assigned work. Supervises assigned staff and coordinates routine work activities. Monitors employee interactions and facilitates a productive working environment. Communicates instructions and policies in a consistent, effective and timely manner. Identifies and addresses concerns appropriately. Makes recommendations for possible solutions.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Support track, performs work at Senior Support level or higher; for Professional track, performs work at the Advanced Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows standard operating procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems
– Applies proven and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on difficult work assignments, conferring with manager on unusual matters
– Follows precedents and procedures
– Organizes work of direct reports and may set priorities within general guidelines established by manager
– Reviews the work of others to verify accuracy, quality, and conformance to required procedures and special instructions

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials

• Comp Grade – 10
• Minimum – $65,508.00
• MidPoint – $80,244.00
• Maximum – $94,980.00

• Conflict Resolution
• Contract management
• Negotiation
• Policy analysis
• Process management
• Report writing
• Resource allocation
• Resource management
• Technical Writing