Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Department of Operations & Facilities Management Department. This position is for the Medical School Campus.
Responsible for providing administrative support, project assistance, managing records component of project close-out process and project record keeping of documents related to all projects assigned to the Operation & Facilities Management Department (OFMD) for Physical Planning and Capital Projects. Will oversee the coordination and activities related to all records, whether electronic or hard copy, and will organize for easy retrieval by authorized FMD staff. Will establish a standardized folder so OFMD can facilitate consistency among projects, reduce workload by using a template and ease the alignment of electronic and hardcopy file structure.
PRIMARY DUTIES AND RESPONSIBILITIES:
Responsible for record keeping of documents related to all projects assigned to OFMD in support of Physical Planning and Capital Projects.
Oversee the coordination and activities related to all records for assigned project managers
Organize records for easy retrieval by authorized OFMD staff. Will manage and maintain the project O&M manuals and warranty documentation.
Maintain a standardized folder so OFMD can facilitate consistency among projects, reduce workload by using a template and ease the alignment of electronic and hardcopy file structure.
Responsible for setting up the initial electronic and hardcopy project file using the standard project file structure. Responsible for Project Set-Up in the PM Web electronic project management software system
Track metrics associated with project summary form completion.
Responsible for routing of contract documents, invoices and change orders upon receipt from Business Operations.
Assist with project closeout process by building a project history file and creating the final project report and ensuring all close-out requirements have been completed prior to full administrative close-out by working closely with the planner/project manager, project accounting and OFMD leadership. Will report on projects or contractors not in closeout compliance.
Answer all calls in a friendly and helpful manner.
Make daily, or frequent, updates in the schedule as dictated by changes in assignments.
Coordinate and schedule meeting s for assigned project managers.
Take and transcribe accurate notes from meetings and conferences.
Write various documents such as memos, letters, power point presentations and reports using a range of computer based software and office equipment.
Schedule work orders and keys and cores and assist with contractor badge requests.
Order products for projects.
Performs other duties as assigned.
High school diploma or GED required.
Bachelor’s degree in a business-related field is preferred.
3 to 5 years of related experience preferably within strategic or long range project planning, project file coordination or record management.
Experience in a medical, research or educational environment preferred.
The candidate must possess an aptitude for patience, professionalism, tactfulness and empathy. He/she must have the ability to assess the specific needs of the customer and be able to communicate these to the planning and project teams.
Be able to anticipate issues, think proactively and use critical thinking in eliciting and interacting with others.
Ability to work independently on complex projects and understand their daily tasks in handling conflict management and negotiation and acts as a liaison between the business units, support teams, leadership and project stakeholders.
Knowledgeable of project files, processes and terminology including, User requirements, Project Scope and Objectives and overall Project Delivery Process.
Must understand the various contract types, i.e. Stipulated Sum, CM + GMP, T&M for contractors; Owner Architect/Engineer and other Consultant Agreements; Short Forms and Purchase Orders and provide interpretation as required.
The hiring range for this position is $17.48 - $22.29 per hour.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.