Construction Contracts Administrator

Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

The Construction Contracts Administrator is responsible for the comprehensive administration, procurement, and compliance oversight of construction-related contracts and solicitation activities for capital improvement, renovation, infrastructure, and facilities projects.

This position oversees the preparation, review, negotiation, execution, and administration of construction contracts, professional design (architectural/engineering) agreements, professional services agreements (studies, surveys), bid documents, and procurement processes. The role ensures compliance with applicable laws, regulations, university policies, public procurement standards, and project requirements.

The Construction Contracts Administrator serves as a key liaison among project managers, contractors, consultants, legal counsel, procurement personnel, and regulatory agencies to support effective project delivery, contract compliance, risk mitigation, and continuous process improvement.

In addition, this position provides guidance regarding construction contracting procedures, bidding requirements, contract interpretation, and procurement best practices while supporting operational efficiency and institutional objectives.

This position offers a flexible work arrangement that combines remote and on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process.

Representative Duties and Responsibilities

• Prepare, review, evaluate, and administer construction-related contracts and design-related agreements, solicitation packages, amendments, change orders, pay-applications, and other procurement documents for capital construction and facilities projects.
• Develop and review front-end contract documents, general conditions, supplementary conditions, specifications, bid forms, and procurement requirements for compliance with institutional standards, legal requirements, and public procurement regulations. Serve as the liaison between project management and university central procurement as it pertains to the review and submission of purchase orders.
• Coordinate and manage public and private solicitation processes, including Invitations for Bid (IFB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), interviews of firms, and related procurement activities.
• Conduct public and private bid openings; review bids for responsiveness, responsibility, completeness, and compliance with solicitation requirements.
• Prepare bid tabulations, procurement summaries, recommendation documents, and supporting materials for approvals and award decisions.
• Facilitate contract execution processes and ensure all required institutional approvals, insurance certificates, bonds, licenses, and supporting documentation are obtained prior to contract award and project commencement.
• Administer and maintain contract records, procurement documentation, solicitation files, and electronic contract management systems in accordance with records retention requirements.
• Administer contractor prequalification and vendor responsibility review processes, including evaluation of financial capacity, licensing, safety records, references, litigation history, and prior performance. Administer evaluation of contractors at project completion.
• Serve as the primary liaison between contractors, consultants, architects, engineers, university departments, and external agencies to resolve contractual, procurement, and compliance-related issues.
• Coordinate communications related to procurement schedules, addenda, clarifications, substitutions, and contract interpretation.
• Assist project teams with contract compliance monitoring, contractor performance evaluation, dispute resolution, and interpretation of contractual obligations.
• Support negotiations related to contract terms, pricing, schedules, scope modifications, and construction-related claims or disputes.
• Ensure compliance with applicable federal, state, and local laws, public procurement regulations, university policies, insurance requirements, bonding requirements, and construction contracting standards.
• Coordinate with legal counsel, procurement, finance, risk management, environmental health and safety (EHS), and project management personnel regarding contractual risk, compliance concerns, and procu