Project Administrative Coordinator - Florida State University

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Job description

At a glance:
Florida State University's Planning, Design, and Construction Department is seeking a Project Administrative Coordinator and a Construction Administrative Specialist to join their team in Tallahassee, FL. These roles offer a unique opportunity to support the Assistant Director of Capital Project Administration in a fast-paced environment. The individuals in these roles will be responsible for managing project documentation, coordinating team efforts, and ensuring compliance with regulatory and departmental procedures. FSU is undergoing unprecedented growth, with over a billion dollars in ongoing projects, making this an exciting time to contribute to shaping the future of the University. Enjoy the recognition from day one, strong team culture, and a robust benefits package designed to support your professional growth and well-being.

Submit your resume today to learn more!

Description: What you'll be doing:
Another Source's client, Florida State University, is recruiting a Project Administrative Coordinator to join their team in Tallahassee, Florida. Florida State University is undergoing a transformation to become a leader in higher education, offering an incredible opportunity for you to contribute and be a part of this dynamic growth.

Here's a little about the Planning, Design and Construction Department and the position they are recruiting for:

With an emphasis on quality and sustainability, Florida State University Planning, Design and Construction Department is responsible for delivering new construction, renovation, and restoration projects across the University. The University is experiencing unprecedented growth with over a billion dollar's worth of ongoing and upcoming projects. We are proud to represent the interests of each user group to help them better support their mission at Florida State University. This is a unique opportunity to be a part of transformative projects that will shape the future of our university.

Learn more about the Planning, Design & Construction department here:

What's in it for you:

FSU offers a robust Total Rewards package focused on cultivating an environment that is both inclusive and advantageous. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs here:

The anticipated yearly salary range for this position is $50,000 - $60,000.

About the role:

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.

How you will spend your time:

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 (2) years experience or a high school diploma or equivalent and six (6) years of experience.

Equal Employment Opportunity and Non-Discrimination:

Florida State University (University) is an equal opportunity employer and educational provider committed to a policy of non-discrimination for any member of the University's community on the basis of race, creed, color, sex, religion, national origin, age, disability, genetic information, veterans' status, marital status, sexual orientation, gender identity, gender expression, or any other legally protected group status. This policy applies to faculty, staff, students, visitors, applicants, and contractors in a manner consistent with applicable laws, regulations, ordinances, orders, and University policies, procedures, and processes.

Another Source works with their clients, on a retained project basis. We are committed to building inclusive candidate pools as we partner with hiring teams. Veterans, women, people of color, LGBTQIA+, and people with disabilities are encouraged to apply. As you read through the job posting and review the list of qualifications (required and/or preferred), please do not self-select out if you feel you do not meet every qualification. No one is 100% qualified. We encourage you to apply and share your story with us.

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