General Contracts Analyst

Position Summary:
The Facilities Contracts Analyst performs professional administrative work to draft, review and edit design and construction/renovation contracts, requests for information and proposals, professional service agreements, maintenance service agreements, and master work agreements in support of Planning, Design, and Construction, Maintenance and Operations, Sustainability and Environmental Management, and VU Real Estate.  The position is an administrative team member of the Facilities Business Operations Center (“BOC”) reporting to the Finance Program Manager for Planning, Design, and Construction. 
The Contracts Analyst interacts with a wide range of personnel within Facilities as well as the Office of General Counsel, Procurement and Risk/Insurance offices.

About the Work Unit:
Facilities provides support for all construction, renovation, and routine maintenance of University space and facilities; housekeeping services for approximately 5.8 million square feet of academic, administrative, residential, and recreational space; grounds care for 330 acres that are a registered arboretum; turf care for athletic fields; and utilities for the University Central and the Medical Center.

Facilities annual budget exceeds $100 million in operating expenses and includes over 400 employees.  This branch manages major capital project expenditures totaling ~$125 million annually and facility renewal, replacement, and large maintenance project expenditures totaling ~$20 million annually. The Facilities Business Operations Center provides support to the entire department, specifically regarding the areas of Finance, Employee Relations, Information Systems, Contracts and General Administration.    

Key Functions and Expected Performance:
•    Draft, review, and edit requests for information (RFIs) and proposals (RFPs), and contracts for design and construction projects, professional services, central utility plant services, and building and grounds maintenance services.
•    Facilitate the documentation of contract commitments, change orders, escrow releases of retainage, and certificates of substantial completion.
•    Ensure regular communication with the Office of General Counsel, Procurement team, Risk and Insurance offices, and the Planning, Design, and Construction team.
•    Oversee execution and review of all contracts within eBuilder (project management system).
•    Prepare and compile contract supporting exhibits and complete contract documentation packages.
•    Ensure the accuracy, completeness, and integrity of contracts and agreements, including supporting exhibits, using Vanderbilt University contract templates in preparation for execution.
•    Participate in the development and refinement of departmental procedures and policies.
•    Prepare documents and presentations to support senior and operational management reporting needs
•    Assist Assistant Project Managers and the Procurement team in compiling purchase requisition documentation using the university’s ERP Procurement system (Oracle).
•    Maintain schedules of applicable project and contract due dates and timelines in support of project management needs; follows-up as applicable 
•    Organize digital storage and retention of project files systematically to ensure easy access and retrieval of relevant information and documents for staff.

Supervisory Relationships:
This position does not have supervisory responsibility, this position reports administratively and functionally to the Finance Program Manager for Planning, Design, and Construction.

Education and Certifications:
Bachelor’s degree is required (Bachelor of Science preferred) 
1-3 years of experience in contract management required
Background in facilities, construction, legal, or procurement preferred

Experience and Skills:
•    Understanding of document management and retention processes and systems
•    Demonstrated ability to think creatively, analytically, and critically
•    Strong written and oral communications skills, including the ability to engage and communicate effectively with staff, peers, and other university and outside contacts
•    Demonstrated knowledge and understanding of a broad range of contracts
•    Demonstrated knowledge of AIA contract document suite
•    Demonstrated knowledge of ERP systems, and project management systems
Location
•    Remote or Hybrid (Local)