Contractor Support Specialist

DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply.   Position will remain open until filled.    

This position is not eligible for immigration sponsorship at this time.

This position will manage, direct, schedule, and coordinate contracted resources for DePauw University to perform construction, corrective maintenance, preventive maintenance, testing, inspection, compliance, and other contracted services that are necessary for the campus physical assets. Responsibilities include the scheduling of contractors, coordinating contracted work with all campus stakeholders, and communicating necessary aspects of contractor work to affected parties. Position will be expected to ensure that contractor safety and security expectations are met, manage all aspects of contracted work execution to meet work and service requirements, and coordinate equipment turnover within the Facility Operations team. The Contractor Coordinator will work closely with Work Planners and Managers to assist with contracted work planning and administrative activities such as defining contractor work scope, issuing Requests for Proposal (RFPs), securing and evaluating competitive bids, issuing Purchase Orders, reviewing and filing field service reports, and processing payment for assigned contracted work.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Specify work for contractors and write bid specifications, as necessary.

• Coordinate external vendors for estimating, scheduling, and quality control measures.

• Issue purchase orders and approve invoices for contracted work

• Provide work updates and periodic timely and accurate reports to Facilities Management on contracted work being performed.

• Serve as primary point of contact between the Facilities Management team and contracted vendors.

• Maintain contractor relations and forecasted needs throughout the year.

• Conduct contractor safety training, badging, and identification practices established by Facilities Management.

• Administer contractor safety and security requirements established by the University and Facilities Management. This includes, but not limited to: LOTO, fall protection, lifting & rigging, PPE, contractor badging, and access   

• Ensure that contracted work meets scope requirements, safety expectations, and quality requirements.

• Coordinate all contracted work with campus community, other campus schedules, and other FM teams

• Ensure that all contractor safety and security requirements and programs are in place and met. 

• Other duties as assigned.

• Accountability - Ability to accept responsibility and account for his/her actions.

• Coaching and Development - Ability to provide guidance and feedback to help others strengthen specific knowledge/skill areas.

• Communication, Oral - Ability to communicate effectively with others using the spoken word.

• Communication, Written - Ability to communicate in writing clearly and concisely.

• Detail Oriented - Ability to pay attention to the minute details of a project or task. 

• Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type.

• Interpersonal - Ability to get along well with a variety of personalities and individuals.

• Initiative - Ability of the individual to act and take steps to solve or settle an issue.

• Management Skills - ability of the individual to achieve desired outcomes by setting goals and priorities that deliver results.

• Organized - Possessing the trait of being organized or following a systematic method of performing a task. 

• Reliability - Ability to be dependable and trustworthy. 

• Safety Awareness – Ability to identify and correct conditions that affect employee, student and campus community safety and uphold safety standards.

• Self Motivated - Ability of the individual to reach a goal or perform a task with little supervision or direction.

• Team Builder - Ability to help ensure that team members are invested in team activities and decisions, and that the team works together to achieve a goal.

• Time Management - Ability to utilize the available time to organize and complete work within given deadlines. 

• Demonstrated ability to communicate proactively within a time environment: both verbally and in written forms

• Basic: Ability to read, listen to and comprehend simple instructions, short correspondence, and memos. Ability to write and communicate simple correspondence.

Computer Skills:

• Familiarity with Microsoft Office Suite, Gmail, Google, and Outlook.

• Working knowledge of CMMS applications

Physical Demands

Lift/Carry

Stand

F (Frequently)

Walk

F (Frequently)

Sit

F (Frequently)

Handling / Fingering

F (Frequently)

Reach Outward

F (Frequently)

Reach Above Shoulder

F (Frequently)

Climb

F (Frequently)

Crawl

O (Occasionally)

Squat or Kneel

O (Occasionally)

Bend

O (Occasionally)

Speak

F (Frequently)

10 lbs or less

F (Frequently)

11-20 lbs

F (Frequently)

21-50 lbs

O (Occasionally)

51-100 lbs

N (Not Applicable)

Over 100 lbs

N (Not Applicable)

Push/Pull

12 lbs or less

F (Frequently)

13-25 lbs

F (Frequently)

26-40 lbs

O (Occasionally)

41-100 lbs

N (Not Applicable)

N (Not Applicable)

Activity is not applicable to this occupation.

O (Occasionally)

Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently)

Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly)

Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

WORK ENVIRONMENT

Primarily daily work task will be in an office environment, occasionally will visit campus sites with contractors or other Facilities Management personnel.

We are proud to recognize the active participation of faculty and staff in adding to the heritage of building and supporting vibrant, intellectual and creative lives for students and for ourselves.   Principles of collaboration, respect for each other, diversity, freedom of expression, accountability and service guide the daily decisions and interactions across campus.  

DePauw University, in affirmation of its commitment to excellence, endeavors to provide equal opportunity for all individuals in its hiring, promotion, compensation and admission procedures. Institutional decisions regarding hiring, promotion, compensation and admission will be based upon a person’s qualifications and/or performance without regard to race, color, creed, religion, national origin, sexual orientation, disability, age, gender, gender identity or gender expression, except where religion, gender, or national origin is a bona fide occupational qualification.

DePauw University’s goals and commitments are best served if the institution reflects the diversity of our society; hence, DePauw seeks diversity in all areas and levels of employment and abides by all local, state, and federal regulations concerning equal employment opportunities. The University admits, hires and promotes individuals upon their qualities and merits.

Employee Benefits Overview

There are many benefits offered to DePauw Employees.

For full time benefits eligible employees these benefits include medical, dental and vision insurance.  Basic Life insurance, Accidental Death & Dismemberment (AD&D) and Long Term Disability are paid for by DePauw University.  Full time employees may elect to purchase additional voluntary life insurance for themselves and their dependents. Additional voluntary benefits, Tuition Remission and Exchange, as well as Relocation Allowance are also employee benefits. See the Benefits Hub.

All employees may participate in the retirement savings plan, as well as employee discounts and access to University resources.  

At DePauw, we recognize that our employees need to balance work and home.  Please refer to University Policies for Vacation Time, Personal Time  (hourly) and Sick Time policies in the Employee Handbook for more information on these and other benefits.  When you need support, the Cigna Employee Assistance benefit is available to all employees and their households.

ENJOY ACCESS TO THE AMAZING FACILITIES AND PROGRAMS DEPAUW UNIVERSITY HAS TO OFFER, SUCH AS:

• Welch Fitness Center and wellness classes
• Indoor Tennis and Track Center
• University Libraries
• Peeler art galleries
• Green Center for the Performing Arts events and programs
• Ubben lecture series
• Free athletic events
• Bookstore and Starbucks (Greencastle) discounts
• Employee discounted meal plan
• Free parking
• Nature park, including walking and biking trails
• Personal duplicating and printing discounts

EEO is the law. Click here for more information.