Contracts Specialist Intern - Facilities and Services

Contracts Specialist Intern - Facilities and Services
Contracts Specialist Intern
University of Illinois at Urbana-Champaign

Illinois is a world leader in research, teaching, and public engagement. We serve the state, the nation, and the world by creating knowledge, preparing students for lives of impact, and addressing critical societal needs through the transfer and application of knowledge. Illinois is the place where we embrace difference. We embrace it because we value it. Illinois is especially interested in candidates who can contribute, through their research, teaching, and/or service, to the diversity and excellence of the Illinois community.

The Contracts Specialist Intern is responsible for learning the contracts administration function of Capital Programs. Responsible for learning the administration of contracts and documentation related to the procurement and contracting of construction and professional services for the delivery of capital projects.

The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit go.illinois.edu/EEO.

RESPONSIBILITIES:

Duties & Responsibilities

• Learns how to conduct review and quality control of documents such as contracts, insurance certificates, bonds, etc. to ensure adequacy, accuracy, and acceptability of information provided. Learns how to notify vendors/contractors of deficiencies in required contract and support documents, such as certificates of insurance, vendor financial disclosure, and contract certification forms.
• Learns how to serve as a general Contract Administration resource person (answer questions regarding the characteristics, capabilities, and applicability of contracted services). Learns how to review and coordinate contracts and applicable files, ensure they are transmitted to vendors/contractors in a timely manner, maintain records including a database, if applicable.
• Learns how to prepare and solicits invitations for construction bids and Qualifications-Based Selections in accordance with applicable state laws and University policies, evaluate documents and forms for accuracy and completeness, recommend qualified vendors/contractors, and issues executed contracts with appropriate authorization authority.
• Learns how to prequalify vendors to perform construction on Capital projects. Obtains information as requested for higher-level review of contractor applications for final approval. Learns how to assist in the coordination, review, issuance and/or acceptance of simple contract documents (e.g. maintenance agreements).
• Learns how to provide interpretation of policies and procedures, rules and regulations, revised statutes and internal guidelines to campus personnel and vendors/contractors. Learns how to respond to audits, Labor investigations, and FOIA requests related to capital and non-capital construction projects.
• Learns how to identify potential conflicts of interest and seek resolution via the appropriate university channels for contractors, sub-contractors, professional service consultants and sub-consultants.
• Learns how to assist in the analysis of requests for extensions or amendments to existing contracts and make recommendations of approval or alternative solutions to management; may participate in planning and negotiating sessions with suppliers and departments.
• Learns how to investigate complaints from departments and vendors/contractors and problems arising from the administration of construction and professional service contracts and provide relevant findings to supervisors with recommendation for an appropriate action to resolve vendor/contractor grievances and claims.
• Learns how to prepare reports and correspondence (such as the status of contract approvals, amendments, change orders, and complaints) related to their assigned projects.
• Learns how to assist in on-the-job training and oversees/supervises junior staff.
• Assist the Assistant Director for Contract Administration.
• Support the Mission, Vision, Values and Guiding Principles of Facilities & Services.

QUALIFICATIONS:

Specialty Factors

• Bachelor's degree in business administration, management, or a field related to the position.

Preferred Qualifications

• Experience with procurement or contract administration for a public university or government entity.
• Experience with construction-related contract administration.

Knowledge, Skills and Abilities

• Strong attention to details and ability to maintain accuracy in a high-volume, fast-paced environment is critical to the position.
• Ability to exercise independent judgment and make good decisions.
• Ability to effectively multi-task and handle numerous tasks and issues simultaneously while meeting strict deadlines.
• A thorough knowledge of computer applications and programs, including Microsoft Office Suite, particularly Word, Excel and Access.
• Strong written and verbal communication skills.
• The ability to work effectively and cooperatively with academic individuals, administrative and professional staff in other university departments, outside professionals and the public.

SALARY AND APPOINTMENT INFORMATION:

This is a full-time Civil Service Contracts Specialist Intern position. The expected start date is as soon as possible after June 7, 2023. Salary range is $45,000 $54,000 depending on qualifications.

APPLICATION PROCEDURES AND DEADLINE INFORMATION:

Applications must be received by June 7, 2023. Apply for this position using the Apply for Position button below. If you have not applied before, you must create your candidate profile at jobs.illinois.edu . If you already have a profile, you may be redirected to that existing profile via email notification. To complete the application process:

Step 1) Submit the Staff Vacancy Application.
Step 2) Submit the Voluntary Self-Identification of Disability forms.
Step 3) Upload the following documents:

• cover letter
• resume (months and years of employment must be included)
• academic credentials (unofficial transcripts or copy of diploma may be acceptable) for all degrees attained
• names/contact information for three references

In order to be considered as a transfer candidate, you must apply for the position using the Apply for Position button below. Applications not submitted through this website will not be considered. For further information regarding the position, you may contact Ken McCray, 217-300-6211 or klmccray@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Convictions are not a bar to employment. Other pre-employment assessments may be required, depending on the classification of Civil Service employment.

As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment