Job Description:

Job Details

Job Title
Contracts Analyst
Job ID
13275

Location

Scotts Valley

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Notifications

Due to the current health crisis, candidate selection or hiring steps may be delayed.

UCSC Statement

UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.

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 Initial Review Date for this job is: 12-08-2020

Dept Marketing Statement

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 aspect 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 seven full time and one part time staff.

Job Summary

Provides professional analytical, technical, and research support in meeting overall department goals and objectives for University real property management requirements. Assist with market research, preparing documents, contract proposals, contracts, supporting documents and property financial comparable analysis that support real property transactions. Monitors and makes recommendations for resolution of rent and operating expenses, tenant / landlord relations, lease terminations, property tax exemptions and insurance compliance. Manages and maintains the department real estate database and records system. Creates complex reports for management and Office of the President. Enforces fiscal compliance for real property contracts. Analyzes and controls reporting of complex revenue producing projects. Manages all financial matters within the department. Researches, analyzes and makes recommendations on a wide variety of complex and confidential existing and new programs. Requires high level of professionalism, independent thinking, problem solving and decision making.

Uses contract administration skills and organization policies and procedures to draft and issue standard contracts. Works on contract administration problems of moderate scope where analysis of situations or data requires a review of a variety of factors. May require guidance regarding specific transactions, drafting of complex contract language and assistance in interpretation of contract language.

Pay, Benefits, & Work Schedule

Salary Information: $26.34 - $33.05/hour. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: This position is eligible for Full benefits

Schedule Information
Full-time, Fixed
Percentage of Time: 100%
Average Hours Per Week: 40
Days of the Week: Mon-Fri
Shift Includes: Day

Employee Classification: This is a Staff Career appointment

Job End Date: None

Work Location: UC Santa Cruz Scotts Valley Campus

Union Representation: None

Employee Relations Code: All Others, Not Confidential

Job Duties

55% Real Property Contract 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).

* Assist 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.

* Calculated 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.

40% Business Contract Administration

* Prepares and executes standard contract documents.

* Reviews requisitions and selects appropriate contracting method based on departmental needs.

* Applies professional contract administration concepts to investigate, qualify and select contractor sources and bidders.

* Under general supervision, conducts bidding cycle activities for contracts.

* Identifies and evaluates available information to make sound business decisions.

* Identifies and investigates new contractors with a special emphasis on business outreach.

* Drafts standard contract language, validates sole-source justifications, and develops counterproposals.

* Investigates and mediates departmental or contractor complaints.

* Reviews contracting trends and makes recommendations to clients to reduce transactions and processing costs.

* Teaches in-house training sessions on contracting issues.

5% Other duties as assigned

Required Qualifications

* Bachelor's degree in related area and / or equivalent experience / training.

* Demonstrated working knowledge and experience in real property leasing, property management, real estate terminology, contract writing interpretation, and negotiation, 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

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