Real Estate Specialist

Summary

Job Category:
Facility Planning, Design, and Construction
Job Title:
Real Estate Specialist
Job Category Definition:
This category covers all aspects of facility management, master planning, real estate services, building and infrastructure design, project design reviews, design and construction standard development, and construction project management. Responsibilities of these positions include: programmatic administration, coordination and management of projects, budgetary oversight, facilities management, and leadership of programs and services. Functions may include specialized architectural, engineering, site, and construction services; energy engineering; building code analysis; project scheduling, estimating, and management; and support of operations and maintenance.
Job Title Definition:
The Real Estate Specialist serves the Real Estate Office; supports a wide variety of functions including assisting with various real estate and leasing responsibilities within the University’s offices; examples of responsibilities include: transactions related lease/property management operations and acquisitions (gifts, purchases, life estates) and sales, research and preparation of reports and plans, contract negotiation, acting as University agent, and coordination of legal support to the University. Duties are performed at various levels within the defined title.
Working Conditions:
Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:
 

Levels

Level 1  

Level Details
Job Code Salary Band FLSA Status
FCPD1101 F Non-Exempt

Level 1 positions typically demonstrate baseline working knowledge of routine work applications; follow standard principles and systems and use appropriate terminology associated with a particular field of specialization; participate as a team member in a collaborative environment within a diverse workforce; actively contribute to completion of team goals and assigned tasks; clearly communicate information, ideas, or instructions verbally and in writing; follow recommended approach to assigned work to facilitate achievement of desired results; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under direct and frequent supervision while performing routine duties using established procedures with detailed instructions.

Typical Education & Experience

2+ years related experience

High School Diploma or higher

Or an equivalent combination of education and experience

Typical Work Duties
  • Review University real estate agreements
  • Build, maintain and update databases; generate established reports in timely manner
  • Process various agreements and prepare for University distribution
  • Respond to and direct service calls to the proper entity to provide service as required for all properties
  • Research files and databases to ensure that University reference books are up-to-date
  • Assist with all details related to acquisitions, leases, sales and gifts to ensure that these transactions are completed, timely, and up-to-date
  • Interact with contractors, legal counsel, risk management representatives, environmental consultants and surveyors
  • Prepare and process all financial transactions related to University acquired, sold and leased properties
  • Research and distribute tax documents, tax maps, and deed information as needed to provide others with accurate and current real estate information
  • Travel may be required

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 2  

Level Details
Job Code Salary Band FLSA Status
FCPD1102 G Non-Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience

2+ years related experience

Associate’s Degree or higher

Or an equivalent combination of education and experience

Typical Work Duties
  • Review University real estate agreements and offer suggestions for improvements
  • Build, maintain and update databases; generate established reports in timely manner
  • Process various agreements and prepare for University distribution
  • Respond to and direct service calls to the proper entity to provide service as required for all properties
  • Research files and databases to ensure that University reference books are up-to-date
  • Establish all details related to acquisitions, leases, sales and gifts to ensure that these transactions are completed, timely, and up-to-date
  • Interact with contractors, legal counsel, risk management representatives, environmental consultants and surveyors
  • Prepare and process all financial transactions related to University acquired, sold and leased properties
  • Research and distribute tax documents, tax maps, and deed information as needed to provide others with accurate and current real estate information
  • Continually provide suggestions for process improvement
  • Travel may be required

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 3  

Level Details
Job Code Salary Band FLSA Status
FCPD1103 H Non-Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience

4+ years related experience

Associate’s Degree or higher

Or an equivalent combination of education and experience

Typical Work Duties
  • Participate in negotiation of lease contracts and comparable agreements
  • Arrange on-site inspections as necessary for agreements
  • Complete necessary legal reviews and establish working relationships with University's legal counsel, Risk Management and all other related due diligence processes
  • Provide documentation and information for all University real estate issues
  • May coordinate information internally with related colleges, campuses, and/or internal departments
  • Input information into FIS database
  • Participate in special projects as assigned
  • May travel as necessary
  • Direct the work of other staff for the achievement of department responsibilities and goals

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 4  

Level Details
Job Code Salary Band FLSA Status
FCPD1104 I Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience

2+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience

Required Certifications, Registrations or Licensure: Real Estate license preferred

Typical Work Duties
  • Negotiate lease contracts and comparable agreements, and coordinate related processes on behalf of all University locations
  • Coordinate on-site inspections for agreements as well as review all due diligence processes
  • Lead, arrange and complete necessary legal reviews and establish working relationships with University's legal counsel, Risk Management and all other related due diligence processes
  • Provide documentation, financial analysis, and related research for all University real estate issues; coordinate information internally with related colleges, campuses, and/or internal departments
  • Input information into FIS database
  • Lead special projects as assigned
  • Collaborate with Manager on more complex departmental tasks and projects
  • Travel as necessary
  • May supervise and train staff

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 5  

Level Details
Job Code Salary Band FLSA Status
FCPD1105 J Exempt

Level 5 positions typically extend mastery of job knowledge to the principles, theories and practices of related specialties; expand knowledge of best practices and incorporate into all work assignments and procedures; evaluate and enhance current practices and efforts to ensure optimal support of diversity; oversee leadership of teams and projects that involve extensive cooperation and coordination between multiple departments across the University or with external customers; prepare written and/or verbal presentations or proposals on highly complex issues and deliver to a broad variety of audiences; identify and implement innovative solutions to important, highly complex strategic and/or operational issues which may involve unusual circumstances and incomplete or conflicting data; ensure safe practices and environmental consciousness are exhibited in decisions; work independently on highly complex or strategic assignments; may direct and supervise lower-level staff.

Typical Education & Experience

10+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience

Required Certifications, Registrations or Licensure: Real Estate license required; Brokers license preferred

Typical Work Duties
  • Administer, coordinate and manage all real estate processes for the University.
  • Manage real estate transactions to include acquisitions, disposals, leases, gifts, donations, facility use agreements and related real estate activities.
  • Research, identify, recommend and prepare documentation and presentations of real estate opportunities
  • Serve as member of committees; attend meetings, as needed, to represent the University in real estate matters.
  • Create, improve and validate existing processes including due diligence processes, legal reviews, constitute and administrative communication systems, compilation of input, recommendations for actions or follow up on each real estate transaction.
  • Manage real estate project budgets on expenditures required to support acquisitions, disposals and gifts.
  • Participate in strategic, capital and master planning endeavors to provide input and guidance on related real estate plans and potentials. Keep Director updated but act with limited direction and assistance.
  • Participate with professional organizations and university real estate groups. Develop relationships for safety and security matters.
  • Travel is required.
  • Supervise and train staff; direct, retain and evaluate third party consultants and professionals.

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.