Administrative Assistant For Project Management

Position Information

Classification Title Office/Clerical Assistant FLSA Non-Exempt FTE 1.00 Minimum Qualifications

Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

Education in and/or experience providing clerical, administrative and general office support for project management especially related to construction and/or renovation projects.

Position Summary

This is an administrative position in the Office of University Architects. The incumbent will provide administrative support to all directors and project managers and serve as the receptionist for the Office of University Architects, which includes sitting at the front desk, greeting and directing visitors, answering the main line for the office, and being responsible for phone coverage when unavailable to be at the front desk. Independent judgment is needed to plan, prioritize, and organize a diversified workload. This position is essential to the department mission in providing excellent customer service and maintaining a highly organized and productive unit and will report directly to the Office Manager.

This is a limited-term position which is expected to end two years from the date of hire. This position may be extended if the volume & complexity of projects continues to be high.

Knowledge, Skills, Abilities and/or Competencies

• Professional experience in an office setting.

• Excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of persons at all levels of management within and external to a university environment.

• Proven ability to communicate professionally and effectively across multiple platforms, including emails, memos, letters, and presentations.

• Excellent organizational abilities and be able to work effectively in a fast-paced environment.

• Proven ability to multi-task and manage multiple deadlines.

• Ability to provide solutions.

• Highly proficient in Microsoft Office Suite, which includes Word, Excel, PowerPoint and Outlook.

• Skills in managing multi-calendar scheduling using available scheduling applications/tools.

• Collaboration skills.

• Professional and welcoming demeanor.

• Excellent customer service and hospitality skills.

• Ability to make sound decisions regarding deadlines.

• Ability to handle confidential material.

• Ability to thoroughly learn and operate new database systems.

• Organize and establish priorities.

Physical Demands

Sit and work at a computer workstation for extended periods of time.

Driving may be needed on occasion to perform job related duties.

Lift items up to 20 lbs.

Is driving a responsibility of this position? Yes Is this a Position of Trust? No Does this position have operation, access, or control of financial resources? No Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Scheduling Meetings

• Schedules meetings requested by Directors and Project Managers. Many of these meetings require group polling for times available, etc. including Owner/Architect/Contractor meetings, monthly project budget review, Building Steering Committee, Executive Committee, Senior Administration Committee, Board of Regents Office of Real Estate and Facilities Milestone reviews, Design 'Page Turn' meetings with various campus input groups, etc.

• Bluebeam design review meetings

Percentage of time 35 Duties/Responsibilities

Document and Data Management

• Sets up projects in Projecto (office management software) and file folder system on Project Server -Monitors digitalfiles@uga.edu and saves documents to Projecto.

• Once a month as part of CaFG review, checks all active projects to insure Design Professional and Contractor information is in Projecto. Also infills all project Team information in Projecto including project emergency contact information.

• Posts construction advisories and updates on the UGA Master Calendar and sends related emails.

• Assists with Georgia Power rebates.

• Assists with development of the office Annual Report and other reporting requests.

• Assists with preparation of facility demolition due diligence documentation.

• Assists with tracking physical asset inventory and assignment of inventory to all personnel, including physical distribution to/from employees and/or the collection of assets to be redistributed or surplused as directed.

• Assists with tracking digital software licenses and assignment of such to all office personnel, working with Finance & Administration IT as needed to add, modify, or delete licenses as directed.

• Assists all office personnel with digital file management, downloading files from various sources (cloud services, scanned documents, other web sites or digital media storage) and sorting and saving them to the OUA server or project management software as needed.

Percentage of time 30 Duties/Responsibilities

Project Closeout

• Assists Project Managers with Project Closeout Checklist and obtains required documentation.

• Insures transmission of required drawings for input into GIS.

• Performs daily warranty check in AiM.

Percentage of time 20 Duties/Responsibilities

Administrative

• Serves as the receptionist for the Office of University Architects, which includes sitting at the front desk, allowing building entry, greeting and directing visitors, answering the main line for the office, and being responsible for phone coverage when unavailable to be at the front desk.

• Delivers items (e.g., drawings, samples, files, checks, etc.) to and picks up items from other campus offices/departments related to office operations and OUA managed projects.

• Assists Contract Specialist with collecting time sensitive information as requested.

• Assists with obtaining quotes and initiating orders for office supplies and equipment as requested.

• Organizes meals and events, including placing orders, pick up, delivery, preparation and set up as needed, for group meetings or gatherings related to projects or office functions.

• Other duties as assigned.

Percentage of time 15

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Evie Trimble Recruitment Contact Email evie@uga.edu Recruitment Contact Phone 706-542-3605

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.