Contract Administrator

Posting Summary Working Title:
Contract Administrator

Role Title:
Admin and Office Spec III

Role Code:
19013-FP

FLSA:
Nonexempt

Pay Band:
03

Position Number:
280W1105

Agency:
Northern VA Community College

Division:
NV280-VP Administration

Work Location:
Fairfax County - 059

Hiring Range:
$25/hr

Emergency/Essential Personnel:
No

EEO Category:
E-Paraprofessional

Full Time or Part Time:
Part Time

Does this position have telework options? -Telework options are subject to change based on business needs-:
No

Does this position have a bilingual or multilingual skill requirement or preference?:

Work Schedule:
Varies

Sensitive Position:
No

Job Description:
General Description:
The Contract Administrator at NOVAs Medical Education Campus is responsible for managing and coordinating all service and construction contracts related to the maintenance, repair, and improvement of campus facilities and grounds. This role ensures that all contractual activities align with NOVAs operational standards, state procurement regulations, and the unique needs of a healthcare-focused academic environment.

Duties and Tasks:

• Develop, review, and manage contracts for services including landscaping, custodial work, HVAC maintenance, construction, and renovation projects.
• Collaborate with the Virginia Community College System ( VCCS ) procurement office and NOVAs legal and finance teams to ensure compliance with state and institutional policies. Ensure invoices are accurate when work is complete and approved in a timely manner.
• Monitor contractor performance, conduct site inspections, and ensure adherence to contract terms, safety standards, and project timelines.
• Maintain organized records of contracts, amendments, insurance certificates, and performance evaluations. Maintain file of current safety-related policies and procedures. ( OSHA , HAZMAT , Fire Safety, etc.)
• Assist in drafting scopes of work, bid specifications, and RFPs for new and renewed service agreements.
• Coordinate with campus stakeholders to ensure minimal disruption to academic and clinical operations during contracted work.
• Support sustainability, accessibility, and safety initiatives in all contracted services.
• Provide regular updates and reports to campus leadership on contract status, vendor performance, and budget adherence.

Special Assignments:

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications:
KSAs:

• In-depth understanding of contract development, negotiation, execution, and compliance monitoring.
• Knowledge of Virginia Public Procurement Act ( VPPA ), VCCS procurement policies, and state contracting procedures.
• Familiarity with building systems, maintenance practices, and construction project workflows in an educational or healthcare setting.
• Familiarity with sustainability practices and safety standards in facilities operations.
• Understanding of budgeting principles, cost estimation, and financial tracking related to contracted services.
• Awareness of legal and operational risks associated with vendor contracts and service agreements
• Ability to evaluate bids, analyze contract terms, and assess vendor performance.
• Strong written and verbal communication skills for drafting contracts, writing reports, and coordinating with stakeholders.
• Skilled in negotiating terms and resolving disputes with contractors and vendors.
• Ability to manage multiple contracts and projects simultaneously while meeting deadlines.
• Competence in using Microsoft Office Suite, contract management software, and facilities management systems.
• Ability to review complex documents and ensure accuracy and compliance with regulations.
• Capacity to identify issues, develop solutions, and implement corrective actions efficiently.
• Ability to work effectively with internal departments, external contractors, and regulatory agencies.
• Comfortable working in a dynamic environment with shifting priorities, especially in a healthcare-focused academic setting.
• Ability to handle sensitive information with discretion and uphold ethical standards in all contract-related activities.

Minimum Work Experience:

• Experience with maintenance concepts and general contract administration.
• Experience in Microsoft Office Suite.
• Experience with recordkeeping and report preparation.
• Valid drivers license and insurable driving record.

Additional Considerations:

• Experience with facilities-related contracts such as custodial, HVAC , landscaping, and construction services.
• Experience using eVA (Virginias electronic procurement system).
• Experience in construction related trade and contract preparations, building codes, procedures.
• Experience with any Computerized Maintenance Management System.

Operation of a State Vehicle:
Yes

Supervises Employees:
No

Required Travel:
Maybe required to travel between NOVA campuses.

Posting Detail Information Posting Number:
WGE_2608P

Recruitment Type:
General Public - G

Number of Vacancies:
1

Position End Date (if temporary):

Job Open Date:
07/02/2025

Job Close Date:
07/10/2025

Open Until Filled:
No

Agency Website:
www.nvcc.edu

Contact Name:

Email:

Phone Number:

Special Instructions to Applicants:
In support of the Commonwealths commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealths Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services ( DARS ), or the Department for the Blind & Vision Impaired ( DBVI ). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: or call DARS at ..., or DBVI at ...

Additional Information:
Northern Virginia Community College ( NOVA ) is the largest public institution of higher education in the Commonwealth of Virginia and one of the largest community colleges in the nation. NOVA enrolls nearly 75,000 students on its six campuses in Alexandria, Annandale, Sterling, Manassas, Springfield, and Woodbridge, as well as through NOVA Online and high school dual enrollment programs. The College offers more than 100 affordable associate degree and certificate programs to help our students reach their academic and professional goals in some of the most in-demand careers.
At NOVA , we are deeply committed to fostering an inclusive community for all students, faculty, and staff, and our diverse workforce is representative of this commitment. To this end, we encourage all applicants seeking to add value through their diverse backgrounds, experiences, and interests to consider employment opportunities with NOVA . To learn more about NOVAs commitment to inclusive excellence, please visit At a Glance | Northern Virginia Community College .
NOVA offers eligible employees a benefits package that includes a comprehensive health and dental insurance program, generous paid leave, deferred compensation plans, paid parental leave, state employee discounts, and a solid and secure retirement program.We strive to ensure our employees have tools and development opportunities to support and promote NOVAs mission. For more information about NOVA and its programs and services, please visit our website at www.nvcc.edu . The security of our students, faculty, and staff is very important at NOVA . Please take a moment to review NOVAs Annual Security Reports .

Employees must reside in Virginia, Maryland or District of Columbia

Background Check Statement Disclaimer:

The selected candidates offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealths Statement of Economic Interest. For more information, please follow this link:

EEO Statement:
The Virginia Community College System ( VCCS ) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.

ADA Statement:
The Virginia Community College System ( VCCS ) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts ( ADA and ADAAA ), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

E-Verify Statement:

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.

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