SOURCING ANALYST

Occupational Summary

Reporting to the Director of Project Management in the Facilities Management Department, the Sourcing Analyst is primarily responsible for the coordination of design and construction contracts for the Office of Project Management, Office of Planning and Design, and Utility and Engineering Services. 

Work Performed

Primary responsibilities include the processing, review, tracking and filing of professional service agreements, architect/engineer agreements, on-call task orders, additional service requests, construction management agreements, construction services agreements, purchase order agreements, cost events, and insurance renewal processes in a timely manner and in accordance with procedures.

1. Bidding and Contracting Support:

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.

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 bid lists and distribution of contracting and design opportunities.
4. On-Call Services – Assist with the administration and contracting of on-call Professional and Construction services.
5. Manage the Contractor 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 Support – 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. General

1. Provide training and mentoring for back-up support.
2. review methods to improve the review of proposals, invoices and change orders against the contract terms and conditions.
3. 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. Support and provide oversight to confirm achievement of University goals regarding employee engagement, diversity, equity, and inclusion.

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
• 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 have proficient computer skills with the Microsoft Office and Adobe applications, excellent typing, communications, and general office skills
• 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 
• Experience with design and construction contracts is required

Preferred Qualifications

• Associate’s degree and/or Bachelor’s degree
• College level coursework related to contract law and accounting
• Experience with the e-Builder project management system   

Duke is an Affirmative Action/Equal Opportunity Employer committed toproviding employment opportunity without regard to an indiv idual's age,color, disability, gender, gender expression, gender identit y, geneticinformation, national origin, race, religion, sex, sexual orie ntation,or veteran status.

Duke aspires to create a community built on collaboration,innovation, creativity, and belonging. O ur collective success depends onthe robust exchange of ideas—an exchange that is best when the richdiversity of our perspectives, backgrounds, a nd experiences flourishes.To achieve this exchange, it is essential that all members of thecommunity feel secure and welcome, that the contribut ions of allindividuals are respected, and that all voices are heard. All members ofour community have a responsibility to uphold these values.

Anticipated Pay Range:

Duke University provides an annual base salary range for thisposition as USD $ 58,656.00 to USD $85,000.00. Duke University considersfactors such as (b ut not limited to) scope and responsibilities of theposition; candidate' s work experience, education/training, and keyskills; internal peer equi ty; as well as market and organizationalconsiderations when extending an offer.

Your total compensation goes beyond the dollars on y our paycheck.Duke provides comprehensive and competitive medical and den tal careprograms, generous retirement benefits, and a wide array of fami ly-friendly and cultural programs to eligible team members. Learn more a t:https://hr.duke.edu/benefits/

Essential Physical Job Functions: Certain jobs at Duke University andDuke University Health System may include essential job functions thatrequire specific physical and/ or mental abilities. Additionalinformation and provision for requests fo r reasonable accommodation willbe provided by each hiring department.

Education

Work requires knowledge of accounting or businessprinciples andpractices generally obtained throug h completion of a bachelor's degreeprogram in an accounting, business, healthcare policy/administration,clinical discipline, or related field

Experience

No experience required for candidates who possess a Bachelor's degree in a field of study related to the specific position or an equivalent combination of relevant education and/or experience.

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.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the 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 essentialjob 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.