Construction Project Administrator

Position Title: Construction Project Administrator

Department: Facilities Services

Advertised Pay: Base $24.19 per hour, potential for a higher entry rate commensurate with applicable experience

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by October 29, 2024

Position Summary: Washburn University is a student-centered public institution with a diverse population. Washburn is a 2024 best college to work for, according to the Great Colleges to Work For® program. Located in the heart of Topeka, we are proud to be a cornerstone of the community. Our mission is to provide opportunities for our students to realize their full potential; we can’t do it without our dedicated faculty and staff. Join us at Washburn, and you will be part of a long tradition of excellence.

Washburn employs more than one thousand faculty and staff on our campuses throughout Topeka. We strive to offer competitive wages, an excellent benefits program, a supportive culture and a healthy work/life balance. Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership, achievement, community and transformation.

The Construction Project Administrator’s primary responsibilities are to support the operations of the construction project team on Washburn University's campuses by coordinating with project managers, University stakeholders, vendors, contractors, etc., as needed to achieve project objectives. Duties and responsibilities may change from project to project based on the type of project strategy and team assigned. The Coordinator may be asked to manage specific scopes of projects under the direction of appropriate staff.

Essential Functions:
• Process administrative tasks for staff to keep the project running smoothly. This may include ordering equipment and supplies, managing deadlines and workflow, and scheduling meetings and appointments. Utilize project experience to support the Capital Planning and Project Management department in developing project management documents such as project budgets, schedules, scope statements, and plans.
• Execute project management administrative and bookkeeping tasks such as managing invoices, purchase orders and inventory reports, among other financial documents. Assists with project research and resolution. Assists staff with updating floor plans and campus and utility maps.
• Manage specific scopes of project work as assigned, such as furniture purchase and installation, moving and storage of University assets, information technology and audio-visual equipment, etc. Responsibilities include meeting with the customers to determine needs and wants, communicating that scope to our vendors to receive proposals, working with appropriate staff to receive purchase orders, and coordinating with the project team and the customers to have the items delivered and installed.
• Support the project procurement process by pre-qualifying contractors, reviewing contract terms and conditions, working with Purchasing to obtain Project Exemption Certificates, and obtaining vendor W-9s and COIs. Reviewing proposals for accuracy and coordinating vendor interviews, writing requisitions for purchase orders, performing project accounting efforts, etc.
• Schedule stakeholder meetings, document and generate reports to convey project status and design, and coordinate needs.
• Assist staff in monitoring project progress and contractor performance and provide updates to project stakeholders.
• Foster cross-team collaboration to help project team members complete project tasks and produce deliverables.
• Continually update project files (as-builts drawings, test reports, O&M manuals, cost data, insurance documents and warranties) for reporting and project management. Assists with maintenance of university records (project records, shop drawings, original equipment manufacturer manuals, etc.) using department software. Collaborates with staff to complete paperwork (budgets, cost estimates, upkeep, etc.), including project closeout process.
• Prepares reports for University administrators and stakeholders. Works collaboratively to prepare budget reports for yearly capital improvement requests.
• Attends staff meetings, assists other units within the department, and represents the department throughout campus in a professional and service-oriented manner.
• Administers the project management software, ensuring the team uses it efficiently and effectively.
• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
• High school diploma, GED or equivalent.
• Three years of experience coordinating construction project work.
• Proven ability to effectively manage multiple project tasks.
• Proven effective communication and organizational skills.
• Demonstrated effective skills in building and maintaining professional and collaborative relationships across an organization and with external customers.
• Proven proficiency with MS Word, Outlook, Excel, and Presentation software.
• Valid driver's license with a driving record that meets University standards.

Preferred Qualifications:
• Bachelor's degree.
• Knowledge of ADA, building and life safety codes.
• Experience with project management software

Full-time, Hourly, Mon-Fri 7:30am-4:30pm   
Background check and driving history required