Grants and Contracts Professional

Posting Details

Posting Details

Posting Number S12510P

Working Title Grants and Contracts Professional

Department FMD-Project Management

About the University of Georgia

Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College/Unit/Department

The UGA Facilities Management Division is the largest of 7 divisions reporting to the Vice President for Finance and Administration. The exceptional staff of over 800 personnel manage, operate, and maintain campus landscapes, buildings, and infrastructure to promote the long-term sustainability of the University of Georgia.

College/Unit/Department website fmd.uga.edu

Posting Type External

Retirement Plan TRS or ORP

Employment Type Employee

Benefits Eligibility Benefits Eligible

Full/Part time Full Time

Work Schedule

Additional Schedule Information

Monday-Friday, 7:30 AM-4:30 PM
Some night, holiday, and/or weekend work may be required to meet the needs of the organization.

Advertised Salary $55,000

Posting Date 08/12/2024

Open until filled Yes

Closing Date

Proposed Starting Date 09/15/2024

Special Instructions to Applicants

Location of Vacancy Athens Area

EEO Policy Statement

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.



Position Information

Classification Title Grants & Contracts Professional

FLSA Exempt

FTE 1.00

Minimum Qualifications

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

• Experience in contract preparation and administration for construction, engineering, procurement, or government
• Attention to detail
• Creative problem solving and forward thinking
• Proficient organizational skills
• Ability to prioritize tasks

Position Summary

The Grants and Contracts Professional is responsible for a wide range of contract and procurement related responsibilities as a direct report to FMD leadership The Grants and Contracts Professional will determine the appropriate contracting instrument of service from an array of BOR and OLA sanctioned contract methods suitable for the varied needs of the facilities organization. The Grants and Contracts Professional works with the Manager of OUA Budgets & Capital Expenditures and the OUA Contract Specialist on special projects and on contract related processes affecting both FMD and OUA. Other duties include preparing reports, running analysis, assisting where needed in FMD with contracting or purchasing concerns, serving on Interview Panels, and completing ongoing training and professional development.

This position has a limited 2-year appointment term which is expected to end two years from the effective hire date. This appointment may be extended if the volume & complexity of projects continues to be high.

Knowledge, Skills, Abilities and/or Competencies

• Professional oral and written communications skills, with a wide target audience comprised of mid to senior level Finance and Administration professionals; FMD and OUA leadership; Senior Director, Director & Assistant Director level management; project managers and engineers; Deans and all campus stakeholders; outside engineering firms and contractors.
• Ability to make timely and sound decisions without oversight based on multiple factors as they relate to contracting and State regulations, while most effectively promoting the mission of the Organization.

Physical Demands

• Sit and work at a computer up to eight hours a day.
• Driving as needed to perform job related duties.

Is driving a responsibility of this position? Yes

Is this a Position of Trust? No

Does this position have operation, access, or control of financial resources? No

Does this position require a P-Card? No

Is having a P-Card an essential function of this position? No

Does this position have direct interaction or care of children under the age of 18 or direct patient care? No

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No

Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.



Duties/Responsibilities

Duties/Responsibilities

• Timely preparation of all capital project and work order contract agreements & change orders/amendments; obtain binding signatures and supporting documentation as needed; track each step from request-for-contract to Notice To Proceed (NTP).
• Prepare all contract change orders and amendments; confer with Procurement staff on purchase orders, bids, agency contracts, submissions to the Georgia Procurement Registry.
• Annually complete renewal documents for all FMD Construction Task Orders and Indefinite Design Indefinite Quantity Engineering contracts.
• Write specifications for contracts when needed.
• Maintain contract management processes and AiM project management contracting workflows.

Percentage of time 65 Duties/Responsibilities

• Exercise legal and critical decision-making regarding contracting and agreements while advising FMD Personnel, stakeholders, and outside vendors on matters related to contracts and agreements.
• Educate and inform leadership, staff, and outside contacts of changes in processes related to contracting and related endeavors.

Percentage of time 10 Duties/Responsibilities

• Completion of necessary reports and timely submission of other documents as requested.
• Maintains accurate and meticulous records of all executed contracts following the State and UGA document retention guidelines.
• Initiate and reply to email; i.e. business correspondence with vendors, contractors, FMD personnel, Procurement, etc. to include daily interaction with FMD Business Office and Project Management Capital Project Accountant to ensure proper accounting, business office, and contracting functions are aligned.

Percentage of time 10 Duties/Responsibilities

• Maintain all documents and records relating to contracts, purchase orders, document retention, and workflows following the State and UGA document retention guidelines.

Percentage of time 5 Duties/Responsibilities

• Prepare bid documents and facilitate all bid processes; coordinate bids with Procurement.
• Advise stakeholders of processes for Agency, RFQ, RFP, and other bid solicitation options.
• Research consortia contracts for use by FM.
• Advise vendors and problem solve when invoicing or contract interpretation issues arise.
• Write requisitions for construction projects over $50,000 and design/consulting contracts over $2,500.

Percentage of time 5 Duties/Responsibilities

• Reports, meetings, and other duties as assigned.

Percentage of time 5

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Leah Melnik

Recruitment Contact Email lmelnik4@uga.edu

Recruitment Contact Phone



Posting Specific Questions

Required fields are indicated with an asterisk (*). Applicant Documents Required Documents

1. Resume/CV
2. Cover Letter

Optional Documents