Project Administrative Coordinator

Department

Facilities - Planning, Design & Construction

Responsibilities

Responsible for administrative support of AD of Project Management, AD of Planning, and AD of Capital Project Administration within the Planning, Design & Construction unit in the delivery of effect project management services and proper documentation management. Duties and responsibilities include, but are not limited to, providing administrative support, meeting scheduling, managing project document flow, coordinating project team efforts, serving as a liaison between team members, ensuring compliance with regulatory and departmental processes and procedures, and coordinating communications for capital improvement projects. Position reports to the Assistant Director of Capital Project Administration.

• Provide principle administrative support to Planning, Design & Construction AD of Project Management, AD of Planning, AD of Capital Project Administration, and Project Managers within a fast paced, multiple priority and multiple assignment environment, ensuring project progress and compliance with established procedures. Provide advice and assistance to Project Management staff on governing institutional, statutory, and Board of Governors' policies and/or regulations. Proactively assist in routine procedures, processing requirements, and statutory recordkeeping, and other miscellaneous administrative duties as assigned. Serve as primary administrative support to Associate and Assistant Directors.
• Oversee project bidding and contract award process for the department. Track and ensure compliance with established procedures, including, but not limited to: Notice of Award, Notice to Proceed, Insurance, Bonds, 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.
• Coordinate and schedule design review, construction progress, and other project related meetings. Coordinate and schedule departmental meetings. Manage document coordination between University, Design Professionals, Consultants, Contractors, University departments, and any regulatory agency 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 FSU requirements. Retrieve filed or archived information and documents.

Qualifications

Bachelor's degree and two years experience or a high school diploma or equivalent and six years of experience. (Note: or a combination of post high school education and experience equal to six years.)

Preferred Qualifications

Administrative support in Design and Construction. Meeting Scheduling, Managing Project Document Flow, Knowledge of Compliance and Regulatory Procedures.

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there's the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow's news!

Learn more about our university and campuses.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

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How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Considerations

This is an A&P position.

This position requires successful completion of a criminal history background check .

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at : https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf .