Capital Projects Financial Coordinator - UT System Administration

Coordinate the implementation of the financial and contracting activities for the Department of Capital Projects (DCP) which includes the office of Design and Construction and Real Property and Space Administration, whose mission is to administer the capital improvement and real property programs for the University of Tennessee System. The position will process and report on the design and construction activities pertaining to contract information invoices, project budgets, and project expenses. The position will process invoices involving leases and real property activities. The position will review all contracts to ensure compliance with university and/or State Building Commission (SBC) policies. It will coordinate accounting information to meet the needs of University management, Controller's Office, Purchasing, Accounts Payable, various campuses and institutes, State Architect's Office, State Historical Commission, SBC, and external contracted firms located throughout the state. It will provide direction and assistance to DCP management, project managers, and administrative staff. The position will provide data analysis for capital projects as needed for DCP management and project managers.

Specific duties and responsibilities include, but are not limited to, the following:

Accounting Operations:

• Coordinate processing including DASH operations for the following activities and advise management and project managers of the process steps and issues
  • Construction change orders
  • Work with the Capital Project Procurement and Contract Administrator on Construction Contracts and 
  • Designer Contracts and Amendments
  • Real Property contracts and amendments
  • Payments to contractors and designers
• Prepare accounting status reports and forecast potential issues
• Develop special reports as requested for statistical analysis and management planning
• Identify and advise on improvements in contract and accounting administration
• Integrate contract and financial processes within department procedures
• Participate and contribute to process improvements team
• Establish project files and manage storage process for project and disbursement files
• Provide technical supervision to administrative staff for described functions
• Enter all contracts into the Agiloft System
• Provide requested reports from Agiloft
• Prepare the necessary project files for the contracts
• Maintain a spreadsheet consisting of expenses broken down by category for all "major" capital projects
• Ensure all capital projects have the correct category in DASH (planning, construction, closed) and the status is kept up to date
• Prepare a list of capital projects that can be closed and review with DCP Budget Director
• If a project will be closed, ensure all commitments, if any remain, will be removed in DASH

Contracts/Additional Design Services:

• Work withe Capital Project Procurement and Contract Administrator on contract preparation and review
• Transmit construction change orders for management review and make all noted changes
• Transmit the contract for all required signatures
• After contracts have been executed, enter the contract information into Agiloft and ensure a contract notice will be sent to the DCP Budget Director
  Provide the Budget Director all information needed so the Director can encumber the funds in DASH
• Monitor project activity and provide needed processing support
• Review accuracy of project information and take action to make corrections
• Establish a project file and place documents in digital and paper files
• Ensure the contracting party has provided all the required bonds and insurance information before an executed contract is distributed
• Maintain a listing of outstanding additional services to ensure all get processed
• Review the proposal for inaccuracies
• After the DCP Budget Director has reviewed the additional service proposal and made any necessary corrections to the approval letter, send the letter to the DCP Associate Vice President or Project Manager for signature and then distribute the signed letter to the designer
• Request the Budget Director make a Purchase Order for the approved additional service in DASH

Construction Change Orders:

• Review the form for proposed changes and check for accuracy
• Ensure the cost proposals were maintained in the project file and check against the list of proposals on the change order
• Send the change order to Budget Director and Associate Vice President for review and approval
• After the change order is executed, enter the information into the Agiloft system
• Provide the Budget Director the needed information to enter the Change Or