Project Administrator for Facilities and Development

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Project Administrator for Facilities and Development

The Claremont Colleges Services (TCCS) is the central coordinating and support organization for a highly regarded cluster of seven independent colleges known as The Claremont Colleges. TCCS with a staff of 300, provides exceptional shared services to 9,000 students, and almost 3,600 faculty and staff. TCCS staff work in both student-facing services as well as administrative and operational services. Our numerous departments are located throughout The Claremont Colleges campus in the beautiful city of Claremont, California.

ABOUT THE POSITION:
PURPOSE: Working under general supervision, the Project Administrator provides administrative support for the Construction Project Manager and project administration to ensure Facilities and Development departmental goals are achieved. This position requires knowledge, experience, and adaptability in coordinating facilities and construction projects in a complex division with constantly changing priorities. The Project Coordinator responsibilities require knowledge of division services and workflows, a confident and professional demeanor, collaboration with all levels of internal and external customers, adaptability, and tact in managing unexpected or difficult situations.

ESSENTIAL FUNCTIONS
The following are the fundamental duties and responsibilities of this position which the incumbent must be able to perform to fulfill the purpose and requirements of this position.

  • Provide administrative support for the Construction Project Manager, including but not limited to:
    • Assist in the coordination, scheduling, reporting, and quality control functions of the Facilities and Development Services department.
    • Coordinate project meetings and take detailed minutes.
    • Create and maintain reports and appropriate filing systems.
  • Provide project administration for the Facilities and Development department using discretion and independent judgment:
    • Coordinate multiple calendars for project teams and workstreams and manage schedules.
    • Maintain project performance databases, track and report on the overall progress, and achievement of milestones.
    • Manage the collection of preliminary notices, lien releases, and waivers throughout projects.
    • Manage the procurement for projects, including the input and processing of invoices, purchase orders, and expense reports.
    • Work directly with architects, general contractors, and subcontractors to reconcile billings, reporting, and other submittals.
    • Track and manage agreements, budgets, invoicing, and change orders for projects.
    • Proactively evaluate and address challenges as they occur during a project and follow up to ensure that project collaborators comply with contractual agreements and established deliverables. This will include initiating communications which may be challenging or difficult and require negotiation, significant tact, and assertiveness.
  • Ensure all aspects of assigned duties are organized and in conformance with the established timeline and deliverables requirements.
  • Serve as a liaison between Facilities and Development and Central Facilities Services. Coordinate with division staff to ensure job scheduling and timelines are aligned, scope is defined, and the correct resources are assigned. Develop and maintain knowledge of division services and workflows to establish, maintain, and document centralized processes.
  • Perform other related duties as assigned.

Work Schedule : The regular hours for this full-time position are 40 hours scheduled from 8:00 a.m. to 5:00 p.m., Monday through Friday for 12 months annually. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to the needs of the organization or business unit. This position is eligible for a hybrid work schedule to work partial hours remotely as approved by the supervisor.

QUALIFICATIONS

Unless otherwise stated, the following qualifications are required to perform the essential functions of this position, or the individual must demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below.

Education/Training : A high school diploma or the equivalent. There is a preference for a bachelor's degree in construction, business administration or related field. Training in accounting, bookkeeping, or procurement is desirable.

Experience : Seven to ten (7-10) years of construction project administration experience.

Certifications/Licenses : A valid driver's license and a driving record acceptable to TCC's automobile liability insurance provider.

Competencies :
  • Advanced knowledge of project administration, including monitoring, reporting, budgeting, scheduling, and assessing and addressing issues to ensure successful completion.
  • Advanced and assertive interpersonal skills. Comfortable initiating and conducting difficult or challenging communications in a professional and tactful manner to hold project collaborators accountable. Maintain composure in difficult and unexpected circumstances.
  • Demonstrate maturity, good judgment, tact, resiliency, and adaptability.
  • Proven ability to support complex, long-term projects to successful completion.
  • Advanced contract management skills, including procurement activities for obtaining, preparing, modifying, and administering contracts or price agreements.
  • Advanced customer services skills and general knowledge of quality control and quality assurance techniques.
  • Advanced knowledge of MS Word and Excel. Intermediate knowledge of Microsoft PowerPoint, Outlook, and Teams. Able to learn other computer technologies and systems as needed (e.g., Planet Bids).
  • Clear and effective communication skills in English (written and oral) with a diverse population of staff, contract personnel, and other internal and external contacts.
  • Prepare reports, communications, and workflow documentation. Participate in presentations.
  • Switch quickly between tasks, maintain attention to detail, prioritize, and manage time effectively in a fast-paced environment. Handle multiple projects with varying deadlines at the same time.

Pay : The pay rate for this position is commensurate with the qualifications required for the position, from $28.85 - $36.06 hourly.

Benefits : This position is eligible for our employment benefits package including:
  • medical, dental, vision,
  • 10% retirement contributions after one year (no matching required),
  • group life insurance,
  • generous time off,
  • professional development funds,
  • discounts for mobile plans, software, and entertainment,
  • access to fitness facilities,
  • and more!

For more information about our full range of generous benefits please visit https://services.claremont.edu/benefits-administration/ . Benefits are subject to the terms and conditions in the plan or policy documents.

Physical Requirements:
  • Sedentary work that primary involves sitting and standing:
☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
  • Active work that primary involves standing and walking:
☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
  • Light work that involves moving objects weighing up to 10 pounds:
☐ Constantly ☒ Frequently ☐ Occasionally ☐ Never
  • Medium work that includes moving objects weighing up to 25 pounds:
☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
  • Medium work that includes moving objects weighing up to 40 pounds:
☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
  • Heavy work that includes moving objects weighing up to 50 pounds:
☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
  • Operate a computer or other work requiring repetitive movement of wrists, hands, & fingers:
☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
  • Operate a street legal golf cart, a company automobile, or other heavy machinery:
☐ Constantly ☒ Frequently ☐ Occasionally ☐ Never
  • Read or write electronic or printed materials:
☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
  • Communicate verbally in person, by phone or another device:
☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
  • Moving body into different positions to work down low, overhead, or outward:
☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
  • Work involving climbing ladders, stairs, scaffolding, or similar:
☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
  • Work in various environments including low, high, tight, low-ventilation, or confined spaces:
☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
  • Work indoors in climate-controlled spaces:
☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
  • Work outdoors in various weather conditions:
☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
  • Work in a noisy environment:
☐ Constantly ☐ Frequently ☒ Occasionally ☒ Never
  • Wear:
☐ Uniform ☐ Work or Non-Slip Shoes ☒ Personal Protective Equipment

ADA/OSHA:

This job description defines the essential job duties of this position. The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

Disclaimer:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity.

Equal Opportunity Employer:

TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim to have the best available person in every job. TCCS prohibits discrimination based on race, color, religious creed (including religious dress and grooming practices), gender (including gender identity and gender expression), national origin or ancestry, genetic information, physical or mental disability, medical condition, marital status, registered domestic partner status, age, sexual orientation, sex (which includes pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy, childbirth, or breastfeeding), military or veteran status, and status with regard to public assistance, or any other basis protected by federal, state or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics, or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.

To apply, visit https://theclaremontcolleges.wd1.myworkdayjobs.com/en-US/TCCS_Careers/job/Claremont/Project-Administrator-for-Facilities-and-Development_REQ-6310

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