The Office of Capital Planning and Project Management (CPPM) at the University of Illinois at Chicago (UIC) 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 186 buildings across nearly 290 acres.
The Procurement Officer Specialist oversees the contract administration function of CPPM and the procurement of construction-related services; prepares and oversees issuance of contracts for architectural, engineering, surveying, and construction services to renovate existing facilities or infrastructure and build new facilities; uses an in-depth understanding of local, state, and federal laws, bidding procedures and University policies and procedures to help ensure that contract language is in compliance with all applicable requirements.
Develop a competent and effective administrative 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 and supervising work activities of administrative staff, and evaluating work performance.
Ensure quality control of all contract related documents produced, processed or transmitted by the collective capital planning and project management team.
Serve as the compliance manager by reading and analyzing moderately complex contracts, researching and preparing draft contract specifications, policies, and procedures, interpreting contract requirements to contractors, and recommending contract changes based on observable needs.
Manage the bid and contract award phase of capital delivery including the resolution of complex procurement and contracting issues; coordinate bidding procedures and documentation for construction projects, attend bid openings to record bids and review bids, certifications, disclosures, affidavits, and other required documentation for compliance with University regulations.
Manage the procedures/protocol for administration of contract documentation, including contracts, bid documents, bond documentation, certificate of insurance documentation, Board of Trustees (BOT) documents.
Lead strategic initiatives, including system and process improvement initiatives and oversee implementation of procurement and contracting improvements.
Lead and monitor the implementation of performance metrics related to contract administration.
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 and procurement of construction related services; oversee and implement general training for all staff on capital delivery process and systems.
Oversee the negotiation, issuance and renewal of all contracts and professional services agreements.
Oversee response to internal/external audits, FOIA and IDOL requests for information and the Contractor Prequalification process; accurately maintain contract documents and procurement records in compliance with records retention policies.
Perform other related duties and participate in special projects as assigned.
Any one or any combination of the following, totaling two (2) years (24 months) from the categories below of which one (1) year (12 months) must be actual work experience[i]
a. Work experience performing duties comparable to those performed at the Procurement Officer level of this series or in positions of comparable responsibility[ii]
b. College credit for course work in any field (Must upload a transcript.)
30 semester hours equals six (6) months
60 semester hours or Associate's Degree equals one (1) year (12 months)
90 semester hours equals two (2) years (24 months)
120 semester hours or a Bachelor's Degree equals three (3) years (36 months)
Master's Degree or higher equals four (4) years (48 months
Knowledge, Skills and Abilities (KSAs):
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Basic knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
Knowledge of laws, the Illinois Procurement Code, government regulations, executive orders, knowledge of State of Illinois and State University Procurement procedures, as well as state and federal laws as they pertain to purchasing.
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.
Knowledge of materials related to procurement, production processes, quality control costs, and other techniques for maximizing the effective manufacture and distribution of goods.
Skill in negotiation and facilitation.
Skill in completing assignments accurately and with attention to detail.
Ability to analyze and solve work-related problems.
Ability to communicate effectively in both oral and written form.
Ability to work successfully as a member of a team and independently with moderate supervision.
Ability to train and supervise others.
[i] Possession of a current Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) from The Universal Public Purchasing Certification Council (UPPCC), or a current Accredited Purchasing Practitioner (APP) certificate, Certified Purchasing Manager (CPM), or Certified Professional in Supply Management (CPSM) from the Institute for Supply Management (ISM) or equivalent certifications may satisfy a portion of the above requirements.
[ii] Purchasing experience is defined as experience in which the major duty was the negotiation of price, quantity, and quality of goods and services with several vendors, whether for internal use or resale. Selecting items from a catalog or list for which the price, quantity, and quality have previously been negotiated is classified as ordering and is not qualifying.
Bachelor’s/Master’s Degree in Business Administration, Accounting, Engineering, Project Management, Construction or related field; PMP Certification.
Four (4) years or more of progressively more responsible business experience in procurement and contract administration of construction and construction-related services is preferred; experience with procurement and contract administration within the University of Illinois or similar institution.
Writing RFP’s and technical specifications; reviewing and/or negotiating contracts in a complex setting comparable to the University of Illinois; Illinois Procurement Code and the Procurement Rules, specifically as it relates to the procurement of construction and construction-related services; capital construction delivery and related processes; costing and pricing methodology; contract management and administration practices; design and construction-related procurement rules, theories, principles, practices, and processes typically acquired in contract administration, project administration, project management or related field; construction industry bidding and contracting processes and procedures; thorough knowledge of computer applications and programs.
Computer literacy and intermediate level of Word, Excel, PowerPoint and Outlook; demonstrated data management, reporting and analytical skills.
Read and interpret contract documents of all types; 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; analyze and solve problems; assess contract compliance; manage multiple projects and establish priorities in a fast-paced environment; perform all work with exceptional accuracy and close attention to details; use Access, construction project management and financial software, or other specialized software; work effectively with Adobe Acrobat.
Internal Number: HireTouch Job ID 112583
About University of Illinois at Chicago
The University of Illinois at Chicago (UIC), a major urban research university with an operating budget of over $2 billion, serves over 31,000 students comprising what is among the most diverse student bodies in the nation with 15 colleges, the University Library and just under 16,000 faculty and staff. 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 (www.uic.edu) for more information.