POSITION IDENTIFICATION
TITLE Contract Compliance Manager
CLASSIFICATION NUMBER 1375
GRADE 44
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Associate Director, Planning, Design & Construction
MAJOR ADMINISTRATOR Vice President for Administrative Services
GENERAL FUNCTION
The Contract Compliance Manager works with the University Architect and Director, Planning, Design & Construction, the Associate Director, Planning, Design & Construction, the Contracts Administrator, project managers, consultants, and contractors to prepare and oversee the issuance of contracts for architectural, engineering, surveying, and construction services to renovate existing facilities and build new facilities. The Contract Compliance Manager uses an in-depth understanding of local, state, and federal laws, bidding procedures, and University policies and processes to help ensure that contract language is in compliance with all applicable requirements. The Contract Compliance Manager works closely with the University project managers and Financial Services personnel to monitor capital construction project budgets through standard accounting and/or bookkeeping procedures. The Contract Compliance Manager exercises initiative and independent judgment in managing daily office and departmental activities, projects, and exercises discretion in the dissemination of information to staff, senior administrators, and various public entities.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree is required, preferably in Business, Accounting, or a construction related field such as Construction Management.
Experience: At least three years of progressively responsible experience in operations management or administration in higher education or with a large organization is required; two years of responsible experience in the construction industry is required. Experience in the preparation, administration, and management of construction contracts, construction budgets, accounting and/or bookkeeping is required. Experience in interpreting, applying, and incorporating local, state, and federal laws, rules, regulations, procedures, and guidelines for prevailing wage is preferred.
Skills: Computer literacy and the ability to read and interpret contract documents of all types are required, particularly contract documents pertaining to the design and construction industry. Highly effective verbal and written communication and interpersonal skills are required. The ability to maintain good working relationships with other University representatives, contractors, private organizations, and the general public is required. The position requires accuracy and close attention to details. The ability to effectively use the Microsoft Office suite of programs, in particular Word, Excel, PowerPoint, and Outlook is preferred. The ability to effectively work with Adobe Acrobat is preferred. A working knowledge of web-based programs and the ability to produce active web pages is preferred. The ability to function with minimal supervision is preferred.
Effort: The scope of the position requires the ability to move throughout campus, including using ladders or stairs on construction sites or in University facilities. May require the ability to lift and transport materials and equipment weighing up to twenty-five pounds, to reach heights up to eight feet by climbing ladders or step stools, and to bend or crouch to reach materials or equipment stored on lower shelves or in lower cabinets or desk drawers.
Other: The scope of the job occasionally requires working in the evenings and on weekends.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Works with the University Architect and Director, Planning, Design & Construction and the Associate Director, Planning, Design & Construction to develop consultant and construction contracts for University construction projects and researches contract language, communicating with University legal counsel, other public entities, local, state, and/or federal organizations, and institutions of higher education.
2. Serves as the compliance manager by reading and analyzing moderately complex contracts, researching and preparing draft contract specifications, policies, and procedures, interpreting contract requirements to contractors, and recommending contract changes based on observable needs.
3. Provides oversight for the coordination of all aspects of contract issuance by assisting in the review and assignment of project requests, overseeing the issuance of both the notice to proceed and the contract upon notification by management, and advising the contractor regarding compliance with University, local, state, and/or federal requirements.
4. Coordinates bidding procedures and documentation for construction projects, attends bid openings to record bids, monitors and distributes proper wage determinations, and reviews bids, bonds, affidavits, and other required documentation for compliance with University regulations.
5. Administers departmental accounting of project costs by performing budget analysis on capital project budgets, construction management projects, and operating budgets, preparing detailed reports of financial activity, completing monthly reconciliations of multiple capital construction project budgets, ensuring financial accuracy, and acting as a liaison between Planning, Design & Construction and Financial Services to facilitate all financial aspects of projects and office operations.
6. Advises senior administration regarding planning, design, and construction activity and the ongoing status of budgets and assists in decision-making regarding the commitment of funds and the management of accounts by maintaining databases with information on budgets and costs, including construction projects and capital project budgets.
7. Assures effective management of contracts by participating as a team leader in reviewing and revising bid documents, processing change orders expeditiously, coordinating the resulting change of contract amounts with Financial Services, and working closely with the Project Managers to ensure that University requirements are met.
8. Ensures the ability of the University to provide documentation when requested by federal, state, local, and internal auditors by maintaining records of construction projects for review.
9. Provides various special reports as requested by the University Architect and Director, Planning, Design & Construction and the Associate Director, Planning, Design & Construction by maintaining an in-depth understanding of all aspects of the construction process and compiling appropriate and necessary information required in preparing monthly project reports.
10. Serves as business operations manager for Planning, Design & Construction.
11. Works with the University Architect and Director, Planning, Design & Construction and the Associate Director, Planning, Design & Construction to develop, implement, and provide guidance to the office staff regarding departmental and University policies and procedures.
12. Handles sensitive issues by listening and gathering information about concerns expressed by senior administrators, office personnel, consultants, contractors, federal, state, or local officials, gathers necessary information to determine possible solutions or refers the issue to the appropriate person, verifies that the issue has been addressed satisfactorily, and informs senior administrators when appropriate.
13. Exchanges information on behalf of the senior administration with peers, the project managers, and administrative support staff by relaying information accurately and assuring information is communicated in a timely manner.
14. Assures confidentiality of office administration by exercising discretion in communicating information to senior administrators, staff, and various other individuals and public groups served by the University and handles administrative records and files, personnel actions, performance evaluations, promotions, and similar confidential items appropriately.
15. Provides required or requested information and/or data for internal or external reports and records by researching departmental files and records, retrieving electronic data from files and databases, researching online sources, compiling information and/or tabulating statistics, and organizing and presenting the information in a useable and understandable format.
16. Develops a competent and effective administrative staff by interviewing and recommending qualified applicants (including student workers) for hire, providing in-house training for administrative personnel on departmental procedures and policies, making appropriate work assignments and supervising work activities of administrative staff, and evaluating work performance.
17. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the University Architect and Director, Planning, Design & Construction.
18. Contributes to the overall success of the Planning, Design & Construction office by performing all other duties and responsibilities as assigned.
SUPERVISION
The Planning, Design & Construction Contract Compliance Manager is supervised by the Associate Director, Planning, Design & Construction and supervises paraprofessional, administrative, and student employees and indirectly supervises office personnel with regard to University and departmental policies and procedures and various contractual requirements.
OFFICE OF HUMAN RESOURCES
REVISEDJANUARY 2025