Job No. 155944
- Job Title:
- Capital Projects Financial Coordinator - UT System Administration
- Employer:
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The University of Tennessee
- Location:
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Knoxville , TN
- Posting Date:
- 22-Jul-2025
- Description:
-
Job Description
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.
Responsibilities
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 Order into DASH
Transmit the Change Order to the Designer
Place the change order in digital and paper files
Ensure the contracting party has provided all the required bonds and insurance information before an executed amendment/ change order is distributed
Process Payments to Contract Payments:
Prepare disbursement forms for invoices
Input invoices into DASH and advising project managers
Distribute invoice copies and information
Review invoices for compliance with contract terms and applicable policy
Contact the contracting party if there are issues with the invoice and/or supporting documentation
Miscellaneous Duties:
Prepare furniture and equipment requisitions, building number form (T-100), and various other documents
Prepare notice of final payment
Coordinate with DCP Budget Director if other purchase orders (besides contracts) are needed for capital projects and provide this information so the Budget Director can enter this information into DASH
Prepare the monthly reconciliation of capital projects
Prepare needed spreadsheets regarding furniture, furnishings, and equipment (FF&E) on capital projects (on major projects FF&E can run into millions of dollars and will involve numerous vendors)
After a project is closed, box all documents and send to Records Management for storage. Also, ensure the department's storage spreadsheet is updated to reflect any added records
Assist the DCP Associate Vice President and Budget Director regarding any records request from external parties
Qualifications
Associate's degree and five (5)years' experience with administrative processes, contracts, and/or financial information processing.
Additional skills, experiences, and qualifications include:
Knowledge of Microsoft Excel/Word, Adobe Acrobat, Agiloft (contract system), UT Marketplace (purchases), and DASH (financial)
Organizational skills
Ability to multi-task
Knowledge of UT financial, purchasing, and contract processes as well as state, real property and capital project processes
Ability to work unsupervised and prioritize work tasks
Ability to effectively coordinate and execute multiple integrated contract and financial processes for capital projects and real property
- Contact information:
- The University of Tennessee
- Knoxville, TN 37996
- United States
- Employer's Website:
-
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