Assistant Director for Contract Administration

Chicago, IL

Posted: 10/11/19
Deadline: 11/8/19
Salary: For fullest consideration, please send a letter of interest, current resume and the contact information for up to three professional references by November 8, 2019 to (Ref: HireTouch Job ID 120995).
Reference Number: 120995

About This Organization

University of Illinois at Chicago – Chicago, IL

The University of Illinois at Chicago (UIC), a major urban research university with an operating budget of over $2.4 billion, is seeking an experienced professional to serve as the Assistant Director for Contract Administration in the Office of Capital Planning and Project Management. UIC serves over 33,000 students comprising what is among the most diverse student bodies in the nation with 16 colleges, the University Library and just over 16,000 faculty and staff. UIC enrolled a record number of students at its campus again this fall, continuing a five-year upward trend. UIC operates the state’s major public medical center and serves as the principal educator of Illinois’ physicians, dentists, pharmacists, nurses and other health-care professionals. Visit UIC’s website ( for more information.

The Office of Capital Planning and Project Management (CPPM) is responsible for coordinating development of the campus master plan, initiating space and capital planning projects, overseeing the design and construction of new facilities and major renovation projects, maintaining campus facility records, and managing over 15 million square feet of space in 188 buildings across over 250 acres. CPPM currently manages 221 projects valued at over $900M. The Assistant Director for Contract Administration will be charged with organizing and leading a newly organized Contract Administration Section within the department, including overseeing the development and award of contracts for professional services and construction work.

Job Ref Number

Job Duties

This position serves as the senior executive advisor to the Director on matters pertaining to design and construction contract administration, serving as senior manager and advisor on development, management and oversight of architectural, engineering, surveying and construction contracts for capital projects across the campus. Development and management of these programs is vital to ensuring that construction and renovation projects are implemented in such a way to ensure the safety and security of campus faculty, students, visitors and staff and the efficient operation of campus facilities.

Job Responsibilities (Essential Duties):

Management and Executive Administration

• Ensure proper mechanisms are in place to monitor and evaluate contractors and professional service consultants’ performance in the fulfillment of their contractual obligations, and to ensure appropriate actions are taken to promptly remedy any deficiencies observed in contract execution or the contract scope, and terms and conditions
• Develop a competent and effective staff by providing leadership and supervision, interviewing and recommending qualified applicants for hire, providing in-house training for administrative personnel on departmental procedures and policies, making appropriate work assignments, supervising work activities of staff, and evaluating work performance
• Develop policies and procedures for the Director, Vice Chancellor and other UIC leadership, and manage their implementation.

Authority / Decision-Making

• Coordinate pre-award and post-award activities to ensure the proper contract clauses are current and complete to enable timely delivery of projects.
• Manage the bid and contract award phase of capital delivery including the resolution of complex contracting issues; coordinate bidding procedures and documentation for construction projects; oversee bid openings, review and documentation, including bids, certifications, disclosures, affidavits, and other required documentation for compliance with University regulations.
• Serve as subject matter expert on policies/laws, systems, processes and procedures related to bidding and contract administration; consult and advise officials/staff regarding compliance with internal policies and procedures, all applicable Federal and State laws, and all University policies and procedures; research contract language; monitor and review federal, state and University rules and regulations affecting contract administration related to construction related services; oversee and implement general training for all staff on capital delivery process and systems.
• Manage the procedures/protocol for administration of contract documentation, including contracts, bid documents, bond documentation, certificate of insurance documentation, Board of Trustees (BOT) documents.

Problem Resolution

• Lead strategic program evaluations and process improvement initiatives.
• Use broad range of engineering, architectural, construction, legal, management and business knowledge to identify, describe, analyze and resolve technical, staffing, contractual, or financial issues; assist leadership and project managers in problem solving when contract/project challenges arise.

Inter-agency Collaboration

• Collaborate with the project management staff to develop project requirements and to inform them of contract tools available to effectively and efficiently manage their projects.
• Collaborate with University Counsel and Risk Management regarding contracting requirements, proposed contract language changes and other strategic issues.
• Oversee response to internal/external audits, FOIA and IDOL requests for information and the Contractor Prequalification process; accurately maintain contract documents and professional services agreements in compliance with records retention policies.
• Perform other related duties and participate in special projects as assigned

Required Qualifications

Minimum Qualifications: Job Knowledge & Skills, Education, Experience:

A minimum of a Bachelor’s Degree in Business Administration, Accounting, Engineering, Project Management, Construction Management or related field required.

A minimum of five years of progressively more responsible business experience in contract administration related to construction and construction-related services required.
Knowledge of project management principles, design and construction processes, agreements and associated legal concepts and language; design and construction related contracting rules, theories, principles, practices, legal concepts and language typically acquired in contract administration; reviewing and/or negotiating contracts in a complex setting comparable to the University of Illinois.

Strong interpersonal, speaking, presentation and written/oral communication skills.

Experience with computer applications including Windows, word processing, database, spreadsheet, project management and presentation packages.

Ability to analyze and solve problems; develop new policies and procedures to affect changed outcomes; oversee organizational activities and staff; work independently, meet stringent deadlines and respond to matters of urgency; maintain good working relationships with other University representatives, contractors, private organizations, and the general public; manage multiple projects and establish priorities in a fast paced environment; perform all work with exceptional accuracy and close attention to details; plan, research, analyze, coordinate and implement requirements.

Preferred Qualifications:

Master’s Degree preferred; PMP Certification preferred.

Experience with contract administration within the University of Illinois or similar institution preferred.

Knowledge of American Institute of Architects (AIA) and Construction Specifications Institute (CSI) forms and formats preferred.

Knowledge and familiarity of the Illinois Procurement Code and the Procurement Rules, specifically as it relates to the procurement of construction and construction-related services preferred.


For fullest consideration, please send a letter of interest, current resume and the contact information for up to three professional references by November 8, 2019 to (Ref: HireTouch Job ID 120995).

Other Info

The University of Illinois at Chicago is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply.

The University of Illinois conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with the Fair Credit Reporting Act.