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Contract Administration Specialist


Contract Administration Specialist

  • req2920
  • Richmond, Virginia, United States, 23284
  • Facilities Management, Facilities Operations
  • Virginia Commonwealth University

VCU’s Facilities Management Department is seeking to hire a Contract Administration Specialist.

The Contract Administration Specialist coordinates service contracts for the Facilities Management Department under the Contract Administration Department to include: RFP preparation, solicitation of firms from State Contracts, evaluation of proposals and coordinating meetings as necessary.

Additional responsibilities include:
  • Guides and directs the preparation of Requests for Proposals for contracts in support of the Facilities Services Division. Examples include: chiller maintenance, DI water, painting, waste management, pest control, custodial, etc.
  • Administers (monitor/track expenditures) contracts
  • Manages high volume of purchasing, fiscal, billing, invoice verification/receiving, operational/procedural compliance assessment activities and maintenance of associated files to successfully administer contracts totaling $15,000,000+ annually
  • Carefully tracks expenses for above-referenced services to assure budgets are not exceeded and expenses are applied appropriately

Minimum Hiring Standards
  • Several years of experience in Commonwealth and VCU procurement practices and regulations
  • Familiarity with Banner or other financial systems, invoice processing, and the RFP process
  • Excellent communication skills, strong math background, knowledge of general business practices to include purchasing and accounting
  • Ability to work independently and diplomatically with customers and vendors
  • Detail-oriented with the ability to multi-task, handle problems, and make decisions in
  • Contract Administration Manager's absence
  • Ability to interpret contract documents and communicate compliance issues effectively to Contractors
  • Ability to work with eVA creating purchase orders and complete receiving in Banner
  • Ability to work with VCU Accounts Payable staff in reconciling invoices and assuring proper payments are made to Contractors
  • VCA or VCARM certification required or the ability to obtain within the first year of employment
  • Minimum of high school diploma or equivalent applicable experience or training
  • Demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so as a staff member at VCU

Preferred Hiring Standards
  • 5+ years' experience in Commonwealth and VCU procurement practices and regulations preferred
  • Certification as CPPB, CPM, VCA, or VCO preferred
  • Experience in higher education is desired
  • College degree preferred

Physical and Cognitive Requirements

Physical Demands & Activities

Light Lifting ( Moderate Lifting (20-50 lbs): Marginal
Heavy Lifting (>50 lbs): Marginal
Pushing/Pulling: Essential
Standing: Essential
Sitting: Essential
Repetitive Motion: Essential
Walking: Essential
Climbing: Marginal
Reaching: Essential
Bending: Essential

Environmental Conditions

Extreme Heat/Cold: Marginal
Extreme Noise: Marginal
Vibrations: Marginal
Fumes: Marginal
Mists/gases: Marginal

Emotional Demands

Fast pace: Essential
Average Pace: Essential
Multiple Stimuli: Essential
Intense Customer Interaction: Essential
Frequent Change: Essential

Mental/Sensory Demands

Memory: Essential
Reasoning: Essential
Hearing: Essential
Reading: Essential
Analyzing: Essential
Logic: Essential
Verbal Communication: Essential
Written Communication: Essential

Normal Work Days: Monday-Friday, 8:00am-4:30pm

ORP Eligible: No

VCU Slotting: Analyst PC 1-3 (30231-30233)


Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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