Facilities Project Assistant

1 month ago

Coral Gables, United States The University of Miami Full time
Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.

The Facilities Project Assistant provides administrative support to the Project Managers and serves as a team player and coach who adheres to departmental and University core values. The incumbent works with little or no supervision on non-routine projects and assumes responsibility for the preparation of the consulting agreements, comparative analyses, and project presentations. Moreover, he/she handles confidential materials that drive the University's strategy and decision-making.

CORE JOB FUNCTIONS
  • Assists in the day-to-day operations and objectives of the department, including but not limited to budgetary review and analysis, managing purchase orders for multiple construction projects, and completing financial forms.
  • Coordinates meetings and maintains Project Managers' calendars.
  • Prepares all correspondence for Project Managers, and maintains all project files both electronically and in hard copy.
  • Completes special assignments including collecting, organizing, and analyzing data, producing reports and complex documents that may be the basis of significant decisions.
  • Greets visitors and callers, handles inquiries, and provides appropriate direction and referral to other staff members.
  • Interfaces with other departments to identify and resolve challenges, and communicates with high-ranking individuals inside and outside the University.
  • Processes and generates change orders, tax saver purchase orders, contracts, and construction closeout procedures.
  • Analyzes, designs, reviews, and implements improvement strategies for operational and system based processes, to enhance efficiency.
  • Coordinates permitting with various municipalities, including processing permits with the City and contacting City staff.
  • Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

Education:

High School diploma or equivalent

Certification and Licensing:

Not Applicable

Experience:

Minimum 2 years of relevant experience

Knowledge, Skills and Attitudes:
  • Ability to work independently and/or in a collaborative environment.
  • Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
  • Ability to work in a fast-paced environment, prioritize tasks, and manage multiple projects simultaneously.
  • Strong attention to detail and problem-solving skills.
  • Commitment to the University's core values.
  • Proficiency in computer software (i.e. Microsoft Office).
  • Ability to maintain effective interpersonal relationships.
  • Ability to process and handle confidential information with discretion.
  • Knowledge of construction terminology and processes is a plus.

DEPARTMENT ADDENDUM

Department Specific Functions

The Project Assistant will play a key support role in assisting full-time Construction Project Managers with the day-to-day tasks of managing construction projects. This role involves a wide range of administrative, organizational, and coordination duties to ensure smooth project execution. The Project Assistant will assist with meeting coordination, document management, on-site project tasks, and communication between project stakeholders, helping to maximize productivity and efficiency in all project phases.
  • Project Support: Assist Project Managers in coordinating and managing day-to-day project activities and tasks.
  • Communication: Facilitate internal and external communication between team members, contractors, consultants, and other stakeholders to ensure alignment and project success.
  • Documentation & Reporting: Assist with preparing reports, presentations, and meeting materials. Manage and organize project documentation (including contracts, permits, designs, and correspondence) in project management software and shared drives.
  • Meeting & Coordination Support: Help organize project meetings, take meeting minutes, and follow up on action items. Coordinate efforts within the team and with outside consultants and vendors.
  • Project Software: Input and update project information in project management software tools such as Projecto, Workday, Smart Sheet, Excel, and shared drives. Maintain accurate records of project details.
  • On-Site Tasks: Occasionally visit construction sites to assist with on-site project tasks, including tracking progress, supporting inspections, and ensuring that safety standards and quality requirements are met.
  • Punch List & Close-Out: Assist with the completion of punch list items and support the project close-out process to ensure that all tasks and documentation are completed as required.
  • Estimating & Proposals: Support the procurement process by assisting in obtaining proposals/estimates from design firms, contractors, and consultants. Coordinate construction signage and related activities.
  • Finance Coordination: Assist with the preparation, tracking, and management of purchase orders (POs), change orders (COs), and vendor/consultant agreements. Work closely with the Contract Administrator to ensure the proper contracts are being utilized correctly. Coordinate closely with finance to ensure timely approvals and payments.
  • Facilities & Operations: Coordinate with in-house facilities and operations departments to ensure project deadlines and goals are met.
  • Project Delivery: Collaborate with the Project Manager and team to ensure projects are executed effectively, adhering to deadlines, budgets, and quality standards.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:
Full time

Employee Type:
Staff

Pay Grade:
A6

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