SOURCING ANALYST

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Occupational Summary

Reporting to the Director of Project Management in the Facilities Management Department, the Sourcing Analyst is primarily responsible for the following:

1. Preparation and coordination of design and construction contracts and related documents for the Office of Project Management, Office of Planning and Design, and Utility and Engineering Services
2. Supporting the bidding and procurement processes
3. Administrating the e-Builder project management system
4. Administrative Assistance
5. Other general tasks as needed

Work Performed

1. Bidding and Contracting Support – Primary responsibilities include the processing, review, tracking and filing of professional service agreements, architect/engineer agreements, master service agreements, work orders, additional service requests, construction management agreements, construction services agreements, purchase order agreements, cost events, change orders, and insurance renewal processes in a timely manner and in accordance with procedures.

1. Contract Coordination

1. Track and maintain timely contract processing through the e-Builder project management system, along with utilizing logs and other reports as needed.
2. Provide support to fellow departmental personnel (Project Managers, Capital Accountants, Auditors, General Counsel, etc.) on contract issues.
3. Interact with designers, contractors, and other vendors on contract issues such as insurance certificates, lien waivers, bond certificates, etc.
4. Ensure compliance with Duke legal contract forms, proper routing of documents and validity of signatures, and compliance with procurement policies and procedures.
5. Obtain and track the lien agent process.
6. Determine methods to improve the review of proposals, invoices and change orders against the contract terms and conditions.

2. Contractor Bid Coordination – Maintain contractor data within e-Builder system, including collection and reporting on historical data to allow planning for future opportunities. Information includes previous bid activity, bid lists, bid amounts, and awards. Assist Project Managers in the preparation of bid lists by confirming that vendors are prequalified for the proposed type of work and contract value.

3. Professional Services Contracting Support – Maintain vendor data within e-Builder system, including collection and reporting on historical data to allow planning for future opportunities. Information to include previous proposal activity, lists, amounts, and contract awards. Assist Project Managers to plan future procurement lists and distribution of contracting and design opportunities.
4. Master Service Agreements and Work Orders – Assist with the administration and contracting of master service agreement for consultants and contractors, and issuing the associated work orders.
5. Manage the Contractor and Consultant Prequalification Process – Respond to new requests, organize and verify new applications are complete, submit new applications for review and approval by the Director, track renewal requirements, and issue notices of status.

2. Capital Project Management Process Support

1. e-Builder Administration – Utilize system capabilities to enhance contract processing efficiency. Train Facilities staff on use of system. Assist Project Managers as needed, and review data entered by others for completeness and accuracy. Participate in e-Builder team meetings to develop further process improvements. Create and run reports.
2. Initiate capital projects in the e-Builder system.
3. Develop and update procedures manual for contracting and identify potential process enhancements.
4. Project Closeout Support – Assist Project Managers as needed and as time allows with obtaining closeout information and documentation (warranties, manuals, drawings, invoices, etc.), and distributing this information to Operations, Accounting, etc.
5. Process Enhancements Support – maintain document control procedures for electronic changes to standard contracts. Maintain electronic contract document storage within such systems as e-Builder and the shared drives.
6. Capital Project Management Manual – Assist in the periodic review and editing of processes, procedures, and forms.

3. Administrative Assistance

1. Provide administrative support for the Directors of the Office of Project Management and the Office of Planning and Design, especially for the scheduling of meetings related to capital projects, and as needed.
2. Provide administrative support for Project Managers as needed and as time allows with scheduling meetings and making arrangements for meetings related to capital projects.

4. General

1. Provide training and mentoring for back-up support.
2. Cross-train with Accounting to obtain a general knowledge and understanding of their procedures.

Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified. Uphold the values and aspirations of Duke University to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas, an exchange that s best when the rich diversity of our perspectives, backgrounds, and experiences flourishes.

Required Qualifications

• Five years of related working experience with design and construction contracts in a fast-paced organization working as support to project managers and senior level managers
• Knowledge of contract law, accounting, and business principles and practices generally obtained through completion of a Bachelor’s degree program in an accounting, business, or related field, or an equivalent combination of relevant education and/or experience
• Experience with design and construction contracts is required
• Experience with the e-Builder or other similar project management systems
• Must have proficient computer skills with the Microsoft Office and Adobe applications, excellent typing, communications, and general office skills
• Experience working with multiple internal and external contacts
• Superior communication, emotional intelligence, interpersonal skills, customer service, and administrative skills
• A high school diploma or equivalent
• Must be able to train and mentor other staff
• Must be able to remain calm during stressful periods, prioritize/organize multiple tasks, work independently and as part of a team, and work efficiently and productively
• Need to be organized and able to establish methods for managing large volumes of data in a well-structured manner
• Must be able to use a telephone and operate standard office machines
• Must be able to work onsite, since this position requires frequent coordination and coordination with many individuals throughout the Facilities Management Department and University

Preferred Qualifications

• Associate’s degree and/or Bachelor’s degree in a field related to contract law, accounting, or business and relevant job experience

Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Duke is an Affirmative Action / Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status. Read more about Duke’s commitment to affirmative action and nondiscrimination at hr.duke.edu/eeo.

 

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