Facilities Project Assistant (Design & Construction) at University of Miami in Coral Gables, Florida

Posted in Other about 8 hours ago.





Job Description:


Current Employees:

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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



  • 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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