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Job ID: 169301

Contract Administrator 3 (7380U) 25174
University of California, Berkeley

Date Posted Oct. 12, 2021
Title Contract Administrator 3 (7380U) 25174
University University of California, Berkeley
Berkeley, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Fiscal Services

Contract Administrator 3 (7380U) 25174

About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview

As part of the Financial and Asset Strategies Team in the Chief Financial Officer's (CFO) office, Contract Administration (CA) is the unit responsible for the formation and administration of construction contracts for the Capital Strategies Department and the campus. CA's primary function is the acquisition of professional, architectural and construction services for the Berkeley Campus. Professional contracting services are provided in compliance with System-wide and Berkeley campus policies and procedures as defined in UCOP's Facilities Manual in addition to applicable local, state, federal, and international laws, rules and regulations, principally those laws pertaining to UC in Calif. Public Contract Code Section 1500, et seq. The Contract Administrator 3 (CA3) serves the campus in two functions: procurement of the professional, licensed contract services of construction and design firms and administration of the contracts after award, i.e., change orders, payment processing and closeout.

Application Review Date

The First Review Date for this job is: October 22, 2021


Design and Consulting Services Contracting - Primary responsibilities include:
  • Participating in the designer/consultant selection process in accordance with UCOP Facility Manual policies
  • Consults with project managers to draft appropriate master design (EDPA) or consulting agreements (PSA) agreements.
  • Negotiates any consultant/designer exceptions to agreement terms and conditions as required to acceptable UC standards.
  • Drafts and issues Work Authorizations for the award of specific work to designers/consultants against appropriate master agreements.

Construction Services Contracting - Primary responsibilities include:
  • Prepares and executes complex, high dollar construction contracts,
  • Consults with project managers, drafts and issues Requests for Prequalification.
  • Reviews Architect/Owner's Representative specifications, including checking license type, funding, and a detailed review of bid documents (drawings, certification page, specifications, and the Information Available to Bidders documents).
  • Sets the bidding schedule and ensures that all public bid advertisement requirements, practices and UCOP policies are met prior to bid opening.
  • Prepares construction bidding documents
  • Conducts contract portion of site tour, including explaining any commercial specification requirements and ensuring the integrity and fairness of the bid walk process.
  • Conducts the public bid-opening meeting.
  • Analyzes bids received for responsiveness of the bidder and responsiveness of the bid submittal, including required insurance and bid bond, and issues Bid Analysis Memo to project manager.
  • Coordinates the response to any bid protests.
  • Initiates Builder's Risk insurance for projects to ensure that risk for large construction projects (>$300,000) is covered by including the work under the University's Builder's Risk Insurance program.
  • Consults with project team, negotiates with contractor if necessary, and assists with the drafting of change orders.
  • Coordinates the change order execution process with the contractor and the internal approval process.
  • Coordinates the pay application process internally.
  • Files the Notice of Completion with the county within 10 days after the date of final completion of project.
  • Works with project managers, and contractors to develop requirements and specifications for buy-out packages in the CMGC delivery model.
  • Reviews requisitions, analyzes specifications, analyzes contractor capabilities, conducts pre-bid analysis, and participates in the process of the contractor selection
  • Performs prevailing wage audits/checks for construction contracts.
  • Complies with Department of Industrial Relations (DIR) reporting requirements.
  • Administers the Mini Projects Program by issuing contracts, Authorizations, MOUs and insuring program complies with PCC, State and University policies.

Selects appropriate contracting method based on departmental needs.

Identifies and investigates new contractors with special emphasis on business outreach.

Investigates and mediates departmental and or contractor complaints, including coordination between multiple parties.

Document Production: Drafts and executes complex contracts, utilizing both custom and standard terms and conditions for materials, supplies, equipment, and services.

Drafts complex RFPs (request for proposal), including detailed specifications, terms and conditions, and evaluation criteria. Drafts RFQs (request for qualifications) for designers and design related consultants.

Writes sole source justifications and bases for award documents. Documents interpretations of processes, policies, and procedures for edification of customers and suppliers.

Develops spreadsheets and other documentation to support analysis (see below).

Relationship Management: (i) Negotiates unique terms and conditions with contractors as required; (ii) Develops new sources to address supply base inadequacies (as needed); (iv) Resolves contractor performance issues.

Customer: (i) Regularly communicates and leads meetings with campus customers; (ii) Reduces risk to the University by ensuring departmental compliance with procurement policy; (iii) Works in conjunction with end- users to develop specifications for RFQs and RFPs; (iv) Assists in implementation of campus or system-wide agreements; manages demand against agreements; (v) Makes recommendations regarding new sources; champions use of a diverse supply base (as appropriate).

Analytical Practices: Interprets and applies University policies and procedures. Determines quality and cost effectiveness to select services. Analyzes terms and conditions for appropriateness. Performs complex analysis to determine appropriate contracting selection. Evaluates sole source justifications for appropriateness. Responsible for providing analysis for highly complex construction/design projects.

Other: Acquires and maintains advanced technical understanding of construction/design contracting practices. Participates in professional development and training.
Participates on quality improvement teams and contributing to implementing process improvements:
  • Keeps abreast of issues and changes in the contracting field by attending professional meetings, participating in professional contracting organizations.
  • Participates in internal and external training opportunities to improve skills, knowledge and abilities.
  • Uses Berkeley Financial System (BFS),BearBuy, Project Information Systems Manager (Unifier), electronic bidding software (BuildingConnected) and updates Capital Strategies website.
  • Produces high quality work, which demonstrates the effective use of a variety of computer-generated contracting documents and reports.

Required Qualifications
  • Thorough knowledge, or the ability to quickly develop knowledge, of internal departmental/unit operating policies, applicable state and federal regulations and general contract terms.
  • Thorough knowledge and understanding of specific contracting assignments.
  • Strong written, verbal and interpersonal communications skills; and ability to deal effectively with broad and diverse constituencies ensuring strong customer service orientation and skills.
  • Strong organizational, presentation and negotiation skills.
  • Strong listening and political acumen skills.
  • Strong knowledge, or the ability to quickly develop knowledge, of the campus, including its infrastructure, goals, mission, rules, policies, guidelines, etc.
  • Knowledge of contracting principles and practices, methods and procedures used in competitive procurement, including value analysis, and source selection techniques.
  • Demonstrated extensive knowledge of contract law, the Uniform Commercial Code, and the California Public Contract Code and a thorough understanding, or the ability to quickly develop knowledge, of the University's Business and Finance Bulletins and Facilities Manual.
  • Ability to apply logical thinking and exercise sound judgment to arrive at appropriate business decisions. This includes a sense of balance between risks involved, timeliness, cost factors and other considerations.
  • Demonstrated reading and comprehension skills consistent with the ability to understand complex information contained in requisitions, specifications, contracts and related documents.
  • Can negotiate contract terms with architects, consultants, and contractors, drafts contract document, uses the Berkeley Financial System (BFS), BearBuy, BuildingConnected and the Project Information Systems Manager (Unifier) databases, and review contracts for formal content and monitors internal approval routing and transmits contracts to contractors for their execution.
  • Language skills consistent with the ability to orally convey ideas, information, standard procurement and contracting terminology, procurement policies and procedures, and action plans.
  • Ability to manage multiple tasks simultaneously and produce accurate detailed work on time.
  • Ability to respond to emergency situations calmly and expeditiously.
  • Knowledge of business subjects such as procurement, economics, ethics, accounting and contract law and state and federal laws, as applicable.
  • Ability to become proficient, in a timely manner, in the use of software applications used at UCB, such as MS Word, MS Excel, Google Suite, and project management and calendaring programs.
  • Bachelor's degree in related area and/or equivalent experience/training.

Salary & Benefits

Annual salary range will be commensurate with experience within the range of $70,000 - $90,000.

For information on the comprehensive benefits package offered by the University visit:

How to Apply

Please submit your cover letter and resume as a single attachment when applying.

Driving Required

A valid driver's license and DMV check for driving record is required.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
For the complete University of California nondiscrimination and affirmative action policy see:

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