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 procurement strategy.
• Support audits, records reviews, and compliance reporting activities related to procurement and construction contracting functions.
• Administer Supplier Development Program (SDP) participation monitoring and reporting activities for construction projects; coordinate outreach efforts, contractor engagement initiatives, informational sessions, and workshops.
• Monitor and maintain electronic bidding, procurement, and contract administration systems to ensure accuracy, efficiency, and data integrity.
• Recommend and implement process improvements, workflow enhancements, system modifications, and operational efficiencies related to construction procurement and contract administration.
• Develop guidance materials, templates, procedures, and training resources related to construction contracting and procurement practices.
• Research industry trends, regulatory changes, and emerging procurement practices to support continuous improvement initiatives. Perform needed updating of construction contracts and design agreements.
• Prepare and submit project delegation requests and reimbursement requests/invoices to the PA Department of General Services (DGS). Prepare and submit periodic reports to DGS for projects that have been delegated.

Supervisory Responsibilities

May supervise assigned staff, including recruitment, onboarding, training, performance management, coaching, and professional development.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
Bachelor's Degree1+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None

BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies. This position requires that you operate a motor vehicle as a part of your job duties. A valid driver's license and successful completion of a motor vehicle records check will be required in addition to standard background checks.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS
The salary range for this position, including all possible grades, is $65,508.00 - $94,980.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.