Contract Administrator 2

CONTRACT ADM 2 (007379)

UCPath Position ID: 40100296

Position Description History/Status

Approved Date:

9/2/2026 5:40:54 PM

Date Last Edited:

9/2/2026 5:40:51 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

5301D

Division:

CAPITAL PROGRAMS                       

Department:

270000 - CAPITAL PROGRAMS

Position Details

UCPath Position Number:

40100296

Position Description ID

264207

UC Payroll Title:

CONTRACT ADM 2 (007379)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41219769

Reports to Payroll Title:

Contract Admstn Mgr 2

UCPath Department Head Position Number:

40057841

Department Head Payroll Title:

FINANCIAL ANL MGR 4

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Reporting to the Contract Administration Supervisor, the Contract Administrator will be a key member of a highly productive team of contract professionals responsible for the annual development, execution, and management of more than 900 Construction Contracts and Design Professional Agreements valued in excess of $750 million. As a member of the team, you will develop and execute construction contracts and design agreements; lead pre-bid conferences and public bid openings; provide guidance on UCPolicy and Public Contract Code requirements; serve as an internal consultant on a broad range of contractual matters; and guide project teams through the creation of a contractual framework of documents for project success.  Work is performed under minimal supervision. The incumbent independently initiates, prioritizes, and completes ongoing tasks.  Incumbent performs special project assignments under the direction of the Supervisor or Director.  The ideal candidate is self-motivated with exceptional organizational and analytical skills. has a strong work ethic, a natural curiosity, and a propensity towards finding solutions. The candidate must have an advanced ability to critically read, comprehend, and synthesize complex information.

Capital Programs conceptualizes, plans, designs, and oversees all major construction projects on a vibrant 419-acre main campus and network of Medical and Hospitality facilities across Southern California. With exceptional benefits, stability, growth, and career opportunities, you'll be part of a collaborative environment, working on projects that foster cutting-edge research and education at one of the most sought-after institutions in the country.

Construction Contract Administration

 • Develop negotiated, informally bid, and formally bid construction contracts that

fully capture project needs. Ensure receipt of pre-bid signature approvals for all

construction contracts and documentation before public release

• Create project profiles on Contracts and Plan room websites and post bidding

documents

• Conduct pre-bid conferences and act as liaison to the contracting community during

the bidding process, responding to inquiries for information, clarifying project-specific

information, and assisting with contractual requirements

• Work with Project Managers to draft addenda, clarify requirements and timelines,

and post addenda to the Planroom website

• Receive and analyze pre-qualification submittals to ensure submitted information is

in compliance with contract requirements. Verify information and coordinate with the

project team for additional information as needed

• Arrange and conduct bid openings. Analyze bid forms to ensure compliance with

University policy and legal requirements. Identify issues of non-responsiveness and

consult with the Director for corrective action as needed record bid information on the

Contracts Website and calculate bids to determine the lowest responsible bidder

• Prepare all legal documents relating to the award of contracts and distribute them

to contractors and University personnel. Prepare and distribute legal notices to Risk

Management, Sureties, Accounting, etc.

• Receive and analyze Agreements, Performance and Payment Bonds, Insurance

Certification, and other contract documents submitted by awarded contractors to

ensure conformance with legal, policy, and contract requirements. Identify errors or

omissions and consult with the Director for corrective action as needed

• Consult with the Accounting Department to ensure funding approvals and

appropriate distribution of financial documents

• Determine the need for Builder's Risk Insurance (BRI) and advise Project Managers

of application requirements. Assist with BRI application and prepare a final application

for the carrier. Monitor BRI throughout the life of the project, ensuring appropriate

coverage is maintained and notifying carriers of increases in costs or time frames.

Consult the Director and/or Insurance & Risk Management Coordinator for corrective

action as needed

• Review form and content of contractor's requests for Securities in Lieu of Retention.

Prepare Escrow Agreements in conformance with policies and legal requirements,

obtain signatures, and distribute them to appropriate departments. Track and enforce

contractor compliance with insurance renewal requirements (General Liability, Auto

Liability, Worker's Compensation insurance), consulting with the Insurance & Risk

Management Coordinator when appropriate

• Conduct initial and back check review of specifications for conformance with legal

and policy requirements, develop and monitor a wide range of complex standard and

non-standard design professional agreements and professional consultant agreements

30%

Construction Contract Administration

 • Consult with Project Managers on change order status at completion of project and

determine readiness of completed projects for recordation, prepare and notarize

recordation documents

• Conduct pre-award and post-award conferences for all formally bid projects and

develop agendas that address special project requirements

• Monitor subcontractor listings to ensure conformance with policies and legal

requirements and process subcontractor substitution requests approved by Director

• Set up projects in University's electronic certified payroll reporting system (eCPR)

and assist contractors in use of system, spot check submitted payroll for compliance

with prevailing wage

• Conduct initial and back-check review of specifications for conformance with legal

and policy requirements

• Develop and monitor a wide range of complex standard and non-standard design

professional agreements and professional consultant agreements

30%

Outreach

• Advise contractors, consultants, and professional staff regarding University policy

and procedures related to Contracts Administration

• Provide assistance for the accurate completion of contract documents and referrals

for additional assistance, explain University's requirements, and assist in the use of

University's eCPR system

• Establish and maintain database of contractor information and distribute database

to University Project Managers when requested

• Gather information and prepare accurate outreach reports for Office of the

President ensuring all reporting requirements are met

• Collect and analyze data as requested by the Director

20%

Office Administration

• Analyze internal operations, practices and procedures to identify organizational

inefficiencies and present alternative solutions

• Assist the Director in identifying and prioritizing short/long-range activities to meet

organizational goals and objectives

• Research, develop, and update administrative manuals that accurately

communicate responsibilities and procedures

• Respond to requests for records in compliance with California Department of

Industrial Relations regulations

10%

Data Administration

Analyze departmental database needs and confer with Information Systems and

outside consultants for database enhancements. Review and analyze user data,

identifying issues of non-conformance, modification, errors, and/or omissions, and

initiating corrective action as needed

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Juris Doctor (JD) Degree

Preferred

2 years

relevant experience

Preferred

Ability to interact in a professional manner to establish and maintain cooperative working

relationships with internal staff, campus departments, contactors and external entities

Required

Ability to maintain composure while resolving complaints, skill in motivating others to effective

action, skill in working as part of a team; collaborating with colleagues, skill in speaking in

individual and group settings with persons of various social, cultural, economic and educational

backgrounds using appropriate vocabulary and grammar

Required

 Ability to explain complex policies, procedures, and legal requirements; and educate others in the

use of contract forms, ability to persuade others to accept the incumbent's interpretation of policies,

procedures, and legal requirements

Required

 Ability to read, analyze and interpret complex technical and legal documents including construction

contracts and administrative manuals, ability to independently gather, organize and analyze

information; expeditious identify deficiencies, obtain additional information and formulate

recommendations based on analysis

Required

 Skill in analyzing work processes and developing the most effective procedures for their

accomplishment, skill in monitoring and adjusting workload to ensure all project demands and

deadlines are met, skill in coordinating the preparation of documents by determining the time, place

and sequence of actions to be taken based on data analysis

Required

 Advanced skill in writing concise, logical, and grammatically correct business correspondence

Required

Advanced ability to work in a self-directed, highly detail-oriented manner, following through on

assignments and meeting established deadlines, ability to perform repetitive work following

established guidelines and procedures

Required

 Advanced knowledge and experience using Microsoft suite applications (Windows, Word, Excel,

SharePoint, Outlook), Adobe Acrobat, as well as ability to quickly learn new applications

Required

Ability to lift and move contract documents weighing up to 30 pounds 

Required

 Knowledge of applicable California Public Contract and Labor Codes statutes, requirements and

procedures

Preferred

 Knowledge of disciplines involved in construction projects and the interface between design

professionals, project managers, contractors and inspectors, knowledge of

construction/architectural/engineering trade terminology

Preferred

 Previous work history at a large public entity

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Campus

Standing/Walking

X

X

Sitting

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.