Posted in Other 11 days ago.
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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
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:
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.
University of Miami |
University of Miami |
University of Miami |