Under the direction of the Executive Director of Capital Planning and Space Management responsible for complete project management on small projects and provides assistance in the planning, coordination, direction and execution of project management activities on larger projects. Assists with Space Management. Liaison between the Executive Director of Capital Planning and Space Management, Capital Construction Project Manager and others in Facilities and Architects, Engineers, Contractors, Vendors, Consultants, and others on Projects.
Provides project coordination and support in the areas of document control, coordination, accounting, communication, and distribution of project specific information, authorizations, documentation and statuses. Maintains current coordination, administration and document control functions to manage and ensure adherence to all pertinent financial information, project status, and documentation. This position is temporarily funded and will be reviewed annually at the discretion of the University for continued funding.
Essential Functions • Functional knowledge of construction contracts, documentation procedures, administration support activities to ensure performance to project requirements. • Obtains and maintains contract information, data, information, communications, and approvals required by project and company requirements between owner, architects, engineers, contractors/subcontractors, or other project related entities. • Maintains complex project logs and tracking of relevant details, data and information. • Participates in meeting preparation, support and documentation. • Prepares, provides support, and publishes reports, metrics, detailed information documents and communications for project staff and project leadership. • Manages data and documentation relevant to project operations and affiliate providers; subcontractors, owners, suppliers, etc. • Ensures project information and documents are logged for costs, guarantees/ warranties, and related provisions for project leadership and handover to owner entities. • Provides all services and objectives to ensure quality project services. • Coordinates and assists with or manages Pre-Construction and Weekly Construction meetings. • Coordinates and assists with or manages Punchlist completion and Project Close-Out. • Assists with or leads drawing review. • Updates construction schedules. • Facilitates and / or manages project management software to ensure all Project Team members are informed of the status of the tasks assigned to a Project. • Manages or assists with managing Vendors and other outside contracted providers of goods and / or services. • Manages or assists with bid process. • Coordinates and executes procurement process including quote generation, release of PO's, Order Confirmation, and tracking of all shipments. • Controls, tracks and distributes all documents including drawings, specifications, and standards, contractor and engineering submittals, change orders, RFI's, etc. • Ensures document management and control system is established for all Projects. • Schedules and attends meetings, issuing agendas, meeting requests, reserving resources. • Authoring and distributing meeting minutes. • Assists in compiling monthly project reports and compiling project metrics. • Logistics coordination of all procured goods for delivery to site, or into storage. • Tracks all aspects of the financial progress of a Project; assists with compiling benchmarking data based on vendor invoice data, and other metrics. • Receives, challenges if necessary, and analyzes Project invoices to ensure the accurate capture of project costs. • Performs other duties as required.
Minimum Qualifications Minimum of three years experience in Design and Construction Project assistance responsibilities with any or all of the following areas: Bid Process, Procurement, Invoice Processing, Project Accounting, Submittal Tracking, Preliminary Estimates, Change Orders, Plan Review, Municipal Permitting, and Project Document Distribution.
• Bachelor's Degree. • Additional three years Design and Construction Project assistance responsibilities. • Work in the higher education sector – college or university level. • Ability to read and understand construction drawings. • Team player who is able to work with all members of the project team. • Have an energetic, positive attitude with the ability to handle change frequently. • Ability to work under pressure in a fast-paced environment. • Ability to work independently. • Well organized, detail oriented, with ability to prioritize and multi-task. • Highly skilled in follow-up and project completion. • Proficient in the Microsoft Office Suite (Word, Excel, Power Point, Outlook). • Proficient in PDF mark-up software, such as Adobe. • Strong written, oral, and visual communication skills, as well as listening skills. • Demonstrated commitment to high quality work and results. • Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion. • Self-starter with impeccable follow-through and attention to detail. • A can-do, proactive, hands-on, solution and results oriented approach. • Ability to proactively determine detailed needs, anticipate obstacles, plan for alternatives, and keep a team and management aware of changes. • Experience at working successfully both independently and in team-oriented, collaborative environments. • Experience effectively navigating competing and shifting priorities, demands and timelines through analytical and problem-solving capabilities. • Ability to communicate effectively through detailed memoranda, discussions, meetings and telephone calls, and interact with faculty, staff, students, facilities trades and technical personnel, and contractors to capture project scope and to address issues/concerns. • Excellent customer / client service skills. • Proficient in Microsoft Project a plus. • Proficiency in AutoCAD a plus. • Policy development and revision. • Comfortable working with and presenting to all levels of management in a highly ambiguous and rapidly changing environment while managing the negotiations of competing goals and expectations.
To view the full job description and apply online please visit: https://pacific.peopleadmin.com/postings/9060 Pacific is an AA/EOE employer and does not discriminate on the basis of any protected category.
University of the Pacific is a nationally ranked university with a long tradition of dedicated teaching, small class sizes, practical experience and vibrant residential life. The breathtaking main campus in Stockton, California is home to seven schools and colleges, with more than 80 majors and programs of study. Pacific also has the McGeorge School of Law in Sacramento and the Arthur A. Dugoni Sc...hool of Dentistry in San Francisco. Total university enrollment is nearly 7,000, with 3,757 undergraduates in an average class size of 19 and a student/faculty ratio of 14:1. Eighty-seven percent of students come from California, with 35 other states and 25 foreign countries also represented. Explore University of the Pacific www.pacific.edu