Facilities Contract Assistant

University at Albany • Albany, NY

335d • $50,000 - $52,000

About The Position

Reporting to the Facilities Contract / Purchasing Manager within the Administrative Services Unit (ASU) in Facilities Management, this position is responsible for assisting with the preparation and processing of bids, specifications, and contracts associated with Facilities projects (various and multi-million-dollar projects) in collaboration with assigned project staff. This includes all related tracking, reporting, and updating/follow-up required throughout the contract's life. Duties require an elevated level of expertise in administrative procedures, compliance with general accounting, and management of administrative activities. While this position will report under the Administrative Services Unit of Facilities Management, the position will be working directly with staff within the Planning, Design, and Construction (PDC) team to compile required documentation.

Requirements

• Bachelor's Degree in Business Administration, Finance, Accounting, or Associate Degree in Business from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Minimum of two years of relevant experience in business financials, contracts, or related areas.
• Working knowledge of NYS procurement.
• Experience with MS Excel, Adobe Acrobat.
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Responsibilities

• Proofread architectural and design documents for process and procedural mistakes and omissions, while assisting PDC team with assembling project manuals or forward front-end to consultants.
• Assist in development and updates to requirements within templates for bidding, design, and construction for a smooth and efficient mechanism for Planning Design & Construction staff.
• Review contractor submittals regarding insurance and bonds, including a rigorous review of surety companies, financial statements, liabilities, assets, etc. and assessing the risk based on project scope.
• Coordinate and arrange for any necessary printing by outside sources, and track project requests.
• Understand the entire bid process for construction projects as well as architectural projects, be aware and understand different sections of law and different section of State Finance Law as it pertains to preparations of bid packages and communicate and respond to external inquiries and agencies such as Contractors, the State Comptroller's Office, Attorney General's office, Department of Labor, as well as SUNY MWBE office.
• Place ads in NYS Contract Reporter, coordinate and schedule pre-bid meetings, bid opening meetings, and participate in recording the bids, assist in the approval process for contracts, including notice of award and securing all required materials for contract award per State requirements, and assist the Budget Analyst with contract close out and reconciliations.
• Monitor SUNY website for document changes related to design and construction and attend seminars and conferences to acquire knowledge of contract language for new responsibilities of reviewing, editing, and approving contract terms to minimize liability and ensure that contract terms are consistent with SUNY and NYS legal standards.
• Assist as needed as backup and monitoring of ASU inbox to track and process incoming orders, assist with processing and ordering supplies and equipment (via a procurement card) as received and utilize the AiM work order management system to track expenditures.
• Work with vendors to ensure orders are processed in a timely manner.
• Other reasonable duties as assigned.

Benefits

• Professional Rank and Salary Range: SL-2, $50,000-$52,000

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Bachelor's degree