University Facilities Management provides and maintains the physical environment that sustains our land grant university. This position facilitates our mission by providing a high level of customer service, administrative, compliance, and technical support for the monitoring, preparation, and processing of contract documents, authorities, project budget and funding, construction procurement, state procurement compliance monitoring. The role supports Facilities Services (FS), Engineering & Utilities (E&U), Planning, Design & Construction (PDC) and Safety & Risk Management (SRM) in the project delivery processes. Key stakeholders include the University Facilities Management Associate Vice President, FM Directors, University Architect, University Planners, Project Managers, Engineers, governance committee staff and various campus stakeholders. This position is highly visible and responsible for the service delivery functions within the University Facilities Management organization. The position requires a people-oriented individual who possesses the skills to build and maintain relationships both internally and externally to the department; and can tactfully and diplomatically respond to a variety of clientele, consultants, contractors, and executive administrators. The work requires code interpretation, confidentiality, budget knowledge, policy interpretation, discretion, and judgment in resolving day-to-day duties.
Duties and Responsibilities
Authorities
The position monitors and administers the project spending authority process, which is the documented approval to allocate and commit funding to a specific project or purpose. In conjunction with the unit managers, the Contract Administrator supports authority requests for projects up to $500,000, provides compliance tracking and reporting to Facilities Management and staff with respect to authorities for all projects; and maintains related electronic data tracking and reporting.
Bidding Process
The position monitors and administers the project spending authority process, which is the documented approval to allocate and commit funding to a specific project or purpose. In conjunction with the unit managers, the Contract Administrator supports authority requests for projects up to $500,000, provides compliance tracking and reporting to Facilities Management and staff with respect to authorities for all projects; and maintains related electronic data tracking and reporting.
Bidding Process
The position provides administration and support of project contractual bidding process including assembly of the bid package, coordinating advertisement for bids; reviewing bids for compliance with Federal, State and MSU contract requirements; managing bid openings and managing distribution of bid results.
Project Funding and Billing Support
The position provides ongoing monitoring and support of billing for projects including assisting with entering project data into the enterprise information system (currently AiM), facilitating approvals for transferring monetary allocations to plant funds/project accounts, and facilitating coordination between a construction contract and billing approval process. These activities are done in partnership with our shared services budget and accounting staff, and others.
Compliance Monitoring
The position in conjunction with the Director provides contractual advice and direction to University Facilities Management staff to assure compliance with all federal, state, MSU, and government regulations. Maintains liaison with State Architecture & Engineering Division and MSU Procurement Services via PDC Director.
Contract Administration
The position administers and supports the contract administration of project approval processes for all divisions of Facilities Management. Manages the preparation and processing of contract documents in direct support of project managers and planners, facilities managers, engineering staff and SRM, including the development of forms, as well as screening the quality of contract documents to ensure consistency and compliance with state and MSU policy and procedures. Monitors the progress of contract document processing and project approvals.
Project Funding and Billing Support
The position provides ongoing monitoring and support of billing for projects including assisting with entering project data into the enterprise information system (currently AiM), facilitating approvals for transferring monetary allocations to plant funds/project accounts, and facilitating coordination between a construction contract and billing approval process. These activities are done in partnership with our shared services budget and accounting staff, and others.
Compliance Monitoring
The position in conjunction with the Director provides contractual advice and direction to University Facilities Management staff to assure compliance with all federal, state, MSU, and government regulations. Maintains liaison with State Architecture & Engineering Division and MSU Procurement Services via PDC Director.
Contract Administration
The position administers and supports the contract administration of project approval processes for all divisions of Facilities Management. Manages the preparation and processing of contract documents in direct support of project managers and planners, facilities managers, engineering staff and SRM, including the development of forms, as well as screening the quality of contract documents to ensure consistency and compliance with state and MSU policy and procedures. Monitors the progress of contract document processing and project approvals.
Prepares professional service agreements, construction contracts and subsequent change orders and addenda, and assists with dispute resolution. Updates contracts, agreements, forms to ensure consistency with the State of Montana A&E Division documents and processes. Develops and maintains consultant and contractor records. Oversees preparation of departmental correspondence and provides support for consultant appointment requests. Assists with the preparation and administration of professional service selections.
Standards & Internal Procedures
Assist staff in the coordination and communication of bidding standards and documents. Provide support to staff and the Directors in determining necessary modification of existing forms and processes. Helps develop process improvement procedures and protocols. Administers and supports continual updates to services delivery models and procedures.
Standards & Internal Procedures
Assist staff in the coordination and communication of bidding standards and documents. Provide support to staff and the Directors in determining necessary modification of existing forms and processes. Helps develop process improvement procedures and protocols. Administers and supports continual updates to services delivery models and procedures.
Develops and maintains correspondence guidelines and filing processes consistent with state requirements and recommendations.
Training
Assists contractors and consultants with obtaining necessary information regarding the State of Montana Construction Laws; inclusive of writing and maintaining training materials and presentations.
Additional Duties
Training
Assists contractors and consultants with obtaining necessary information regarding the State of Montana Construction Laws; inclusive of writing and maintaining training materials and presentations.
Additional Duties
- In conjunction with the Directors, the University Architect, Engineers, and Facilities manager, prepares authority requests for projects up to $500,000 develops and maintains tracking databases and reports for required reporting.
- Provides administration and support of project contractual bidding documents and distribution.
- Aids in processing day-to-day activities such as invoicing, monthly billings, and budget justifications.
- Facilitate coordination between the contract and approval process and the accounting system.
- Administers and supports the contract administration project approval processes for all divisions of University Facilities Management.
- Assists support staff and project managers with troubleshooting, and communications with consultants, contractors, and campus clients. Build relationships with stakeholders.
- Coordinates funding of projects with Budget/Financial Managers to establish and manage funding of projects.
Required Qualifications – Experience, Education, Knowledge & Skills
- Bachelor’s degree in business or related area and 2 years of business administration experience, or an equivalent combination of relevant education and experience.
- Demonstrated experience in contracting, change orders, and project administration practices and standards.
- Demonstrated knowledge of working within public policy/codes.
- Demonstrated strong communication and public relation skills, including demonstrated ability to interpret, explain, and communicate detailed information with all levels of personnel internal and external to the organization.
- Demonstrated attention to detail and ability to review and correct contract-related documents. Ability to organize and prioritize large volumes of work, meet deadlines, and exercise adaptability to changing priorities while maintaining a positive and professional demeanor.
- Ability to independently follow through on tasks and projects to completion in coordination with management.
Preferred Qualifications – Experience, Education, Knowledge & Skills
- Working knowledge of architectural and construction office administrative procedures and protocols.
- Ability to organize and prioritize workload, adapt to changing priorities, and maintain a professional, customer-service demeanor.
The Successful Candidate Will
- Communicate effectively both verbally and in writing.
- Be diplomatic.
- Multitask and organize complex and competing priorities with minimal supervision.
- Organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities.
- Represent University Facilities Management and its programs to others in a professional and courteous manner.
- Consistently exercise initiative and good judgment while prioritizing workload to meet deadlines with minimal supervision while establishing effective working relations as a team member.
- Use Microsoft Office – Excel, Word, Project, Access, and Outlook.
- Maintain confidentiality of records and information.
- Represent the department and MSU to others in a professional and courteous manner.
Position Special Requirements/Additional Information
The final candidate selected for this position will be required to successfully pass a background check.
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands
- Long segments of time on a personal computer
- Occasional transport of equipment (less than 20lbs)
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties?
No
Posting Detail Information
Number of Vacancies
Desired Start Date
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on August 4, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
EEO Statement
Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
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