Facilities Project Assistant (Design & Construction)
University of Miami

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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 timeEmployee Type:StaffPay Grade:A6

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