Senior Administrative Specialist
Job ID - 6221
Closing Date : 03/12/2026
Serves as the primary administrative contact for the PD&C office, providing executive support to the Chief of Construction and Director of Project Management. Manages office operations including calls, correspondence, calendars, project requisitions, and website and SharePoint updates. Oversees administrative processes, contract compliance tracking, and documentation related to project bidding, amendments, change orders, and project close-out. Supervises administrative staff and supports special projects, program development, and departmental initiatives. Also coordinates travel arrangements and expense processing for the Vice President for Finance & Administration.
Responsibilities
- Serves as the first point of contact for the PD&C office, providing administrative and executive support to the Chief of Construction and Director of Project Management. Answers incoming calls (providing responses and/or redirecting), file management (for correspondence, reports, and filing), and problem-solves the day-to-day operations of the office. Handles all aspects of their calendars, including scheduling appointments and group meetings. Monitors emails to support daily operations and enters new project requisitions into the office project management system. Maintains and updates the PD&C website to include announcements, updates, upcoming events, and policies, etc. Responsible for maintaining current documents and information in SharePoint in an effective manner to easily locate information.
- Oversee administrative processes and office policies. Ensure contract compliances are issued and received in a timely manner through detailed tracking. Assist in processes related to project bidding, amendments, change orders, and project close-out. Track and ensure compliance with established procedures, including, but not limited to: Notice of Award, Notice to Proceed, Insurance, Bonds, Subcontractor Lists, Substantial and Final Completion Certificates, etc. Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the University. Track and maintain lists of contract claims, close out items, etc., as required.
- Supervises administrative office support positions and OPS personnel. Responsible for hiring, training, assignments, and evaluation. Oversees special projects as assigned by the Chief Construction Officer.
- Responsible for direct support in the pre-planning, organizing, and development of special projects. Works with a wide variety of constituents to assess programmatic needs in support of projects, assess program initiatives, and assist with the development of new programs and strategies. Provides direction for the planning and promotion of department activities and the establishment of ongoing program development. Plans, organizes, directs, and oversees administrative functions related to the development and ongoing management of department initiatives.
- Responsible for all functions related to travel arrangements for the Vice President for Finance & Administration, including making travel arrangements, obtaining receipts, and keying travel authorizations and expense reports in OMNI. Travel and/or scheduling will involve activities on-campus as well as off-site locations.