Senior Contracts Analyst

Location: Scotts Valley
Job ID: 50218

JOB POSTING

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 04-06-2023



ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Real Estate and Contracts Services, an operational unit of Financial Affairs, manages all real property transactions and contract services for the campus. For real estate, this includes all acquisitions and divestitures, ground leasing, leases, licenses, easements for the more than 2,000 acre main campus as well as direct oversight for a diverse off-campus multi-site real estate portfolio of more than 550 acres. Additionally, the department oversees all leases including a significant tenant commercial lease in Scotts Valley, several other tenant leases, all University as lessee leases including those associated with the main campus cellular network, and all special event contracts and leases. For contract services, this includes providing transactional and legal expertise to advocate for the best interest of the University by negotiating, drafting and facilitating the execution of a wide variety of highly complex business contracts with third party entities. The department also provides oversight for all aspects of contract administration, ensures policy compliance and advises on risk and applicable law and policy for specialized agreements in accordance with the recommendations of Risk Management and Campus Counsel. Real Estate and Contract Services employs nine full time and one part time staff.

JOB SUMMARY

Demonstrates professional skills as a seasoned, experienced contract administrator to draft and issue complex and varied contracts. Demonstrates good judgment in selecting methods and techniques for obtaining solutions, including identifying potential contractors, conducting the bidding process, drafting contract terms, and ensuring compliance with contract terms through contract completion.

APPOINTMENT INFORMATION

Salary Information: Salary Range: $82,300/annually. Salary commensurate with skills, qualifications and experience.

Under California law, the University of California, Santa Cruz is required to provide a reasonable estimate of the compensation rate for this role and should not offer a salary above the posted rate. The salary shown above is the rate the University reasonably expects to pay.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: Hybrid Remote / Scotts Valley Campus

Union Representation: Non-Represented

Job Code Classification: CONTRACT ADM 3 (007380)

Travel: Never or Rarely

JOB DUTIES

55% - Business Contracts Administration

• Prepares and executes complex contract documents.
• Counsels departments in the execution of agreements and provides appropriate business, policy and legal review.
• Participates in contractor selection process in accordance with relevant policies, rules and regulations, etc.
• Conducts bidding cycle activities, including receiving quotes and reviewing quotations.
• Evaluates all information and obtains additional information as required to arrive at sound business decisions.
• Identifies and investigates new contractors with special emphasis on business outreach.
• May make awards and document transactions for audit purposes.
• Investigates and mediates departmental and or contractor complaints, including coordination between multiple parties.
• Selects appropriate contracting method based on departmental needs.
• Partners with department requesting contract, as well as oversees departments in drafting contract language using terms most favorable to organization.

40% - Real Property Contracts Administration

• Responsible for real property contract administration for the University's real property portfolio (Regents as Tenant) and development and management of fiscal compliance program for the University's real estate portfolio (Regents as Landlord / Licensor).
• Assists in drafting and preparing proposals, contracts, correspondence and financial analysis for real property transactions.
• Compiles, develops, coordinates and distributes contract and ancillary documents.
• Manages and maintains the department's real estate database and records system and creates complex reports for management and Office of the President.
• Responsible for analyzing, interpreting real estate contracts to determine and verify that insurance requirements, legal requirements and all monetary contractual obligations are in compliance.
• Independently prepares complex reports summarizing real property contract obligations, compliance, cash-flow, expenses, debt and fund distribution.
• Calculates and prepares invoices for rents and expenses and late notices for fees owed.
• Participates in coordinating the approval process for real property transactions including Regents items and Presidential approval letters.
• Assists with the administration of the tenant improvement process, including scheduling meetings, attending project meetings and preparation of meeting minutes.
• Oversees the customer service program, ensuring customer service surveys are distributed and tracks / records all results.
• Responsible for all aspects of the budgetary and financial management program and reporting requirements for the Real Estate department.
• Participates in the annual fiscal closing process and responsible for fiscal closing entries for annual activity.
• Oversees the cash handling process and department fiscal transactions.
• Provides work direction to administrative staff and supervision of student employees.
• Provides back-up support for office administrative duties and assist with special projects.

5% - Miscellaneous

• Other duties as assigned

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training
• Ability to deal effectively with broad and diverse constituencies ensuring strong customer service orientation and skills. Strong listening and political acumen skills.
• Excellent professional written communication skills to effectively present ideas concisely and clearly to a broad variety of university and public professionals, using tact, diplomacy, and good judgment.
• Strong organizational, presentation and skills.
• Demonstrated working knowledge and experience in real property leasing, property management, real estate terminology, contract writing, negotiation and interpretation, administrative analysis, and operations research.
• Demonstrated analytical ability and skill in problem solving, data gathering, analyzing problems, making recommendations, and implementing solutions.
• Demonstrated ability to analyze and interpret written material, financial data, and computer generated information; and prepare concise, professional, well organized reports, financial analysis and summaries.
• Demonstrated knowledge of economic and general accounting principles and practices, and ability to perform basic financial analyses.
• Advanced computer skills, in a PC environment, including word processing, and spreadsheets.
• Excellent professional verbal communication and interpersonal skills to effectively present ideas concisely and clearly, to a broad variety of university and public professionals, using tact, diplomacy, and good judgment.
• Experience with and knowledge of financial and budget management principals, general accounting practices, development of budgets, budget reconciliation, and forecasting.
• Proven experience with automated financial, payroll, purchasing, and other administrative systems.
• Demonstrated experience in providing work direction to other staff with the ability to delegate, motivate, and monitor performance.
• Experience with and knowledge of real property lease interpretation in order to verify compliance with financial terms.
• Excellent organizational skills to prioritize workload and work well independently, including taking initiative, ability to work effectively with frequent interruptions, and to develop timetables and strategies to meet multiple and constantly changing deadlines.
• Skills in record management (paper based and electronic).
• Ability to use sound judgment, exercise discretion, and maintain confidentiality.

PREFERRED QUALIFICATIONS

• Advanced degree in related area and / or equivalent experience / training
• Knowledge of basic human resources processes and procedures.
• Experience with database applications for producing complex legal contracts, financial analyses, and database development.
• Working knowledge and understanding of specific contracting assignments.
• Working knowledge of internal departmental / unit operating policies, applicable state and federal regulations and general contract terms.
• Working knowledge and understanding of specific contracting assignments.
• Knowledge of the organization, including its infrastructure, goals, mission, rules, policies, guidelines, etc.
• Experience administering business contracts or real estate contracts for a higher education or governmental institution

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Must possess a valid license to drive in the state of California.
• Ability to work long periods of time at a computer with or without accommodation.
• Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel within a defined regional or service area.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The selected candidate will be subject to the annual financial disclosure requirements of the California Political Reform Act of 1974.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

EEO/AA

The University of California is an Equal Employment 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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=50218&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.







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