Construction Administrative Specialist
Job ID - 62190
Closing Date : 03/12/2026
Provides comprehensive administrative and project support to the Planning, Design & Construction unit in a fast-paced, multi-priority environment. Manages and maintains project documentation throughout the full project lifecycle, including budgets, bids, contracts, change orders, compliance records, and close-out documents, ensuring adherence to University policies and regulatory requirements. Coordinates meetings and facilitates communication between University departments, consultants, contractors, and regulatory agencies. Supports Human Resources functions, including recruitment, interview coordination, reference checks, and ePAF documentation. Handles sensitive and confidential matters with discretion while ensuring accurate recordkeeping, reporting, and statutory compliance.
Responsibilities
- Draft, update, copy, print, scan, review, distribute, mail, file, and maintain records for projects and ensure compliance with established procedures, including, but not limited to Project Budgets, Bids, Notice of Award, Notice to Proceed, Insurance, Bonds, Agreements, Amendments, Change Orders, Substantial and Final Completion Certificates, Claims, Project Close Out, and other project documents and processes. Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the University.
- Provide administrative support to Planning, Design & Construction unit in a fast-paced, multiple-priority, and multiple assignment environment, ensuring project progress and compliance with established procedures. Proactively assist in routine administrative procedures, processing requirements, and statutory recordkeeping, and other administrative duties as assigned. Ability to prioritize, organize, and simultaneously perform multiple tasks of varying and competing deadlines. Provide assistance to staff regarding governing institutional, statutory, and Board of Governors' policies and/or regulations and department reporting as necessary.
- Provide departmental support for Human Resource requirements, including but not limited to hiring duties. Prepare forms for advertising open positions within Planning, Design & Construction. Schedule candidate interviews. Perform reference checks on candidates. Prepare documents as required for ePAF. Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the University. Perform other HR, hiring, and administrative duties, as assigned.
- Coordinate and schedule project and departmental meetings. Manage (including communication) document coordination between the University, Design Professionals, Consultants, Contractors, other Vendors, University departments, and regulatory agencies as necessary.
Draft, update, copy, print, scan, review, distribute, mail, file: permits, meeting minutes, transmittals, letters, schedules, presentations, website content, email correspondence, and any other departmental and project-related information and documentation. Ensure submitted documents comply with University requirements. Retrieve filed or archived information and documents as necessary.