Staff Assistant, Physical Facilities - Planning & Construction

Job Summary

Performs Planning and Construction duties related to new building construction projects on campus. Also provides administrative support to the following: Managing Director of Planning & Construction – Major Projects, Managing Director of Facilities Planning & Design – Campus Projects, Director of Design Purpose & Building Use/Commissioning, Director of Construction, Construction Project Managers, Director of Space Management, Managers of Electrical Engineering, Mechanical Engineering, Civil Engineering, Interior Design, Architectural Design, Cost Estimating and the campus BIM Coordinator.

Essential Functions

• Manage contracts, signatures, fees and other documentation for campus building projects
  • Distribute signed contracts.
  • Works with BYU Risk Management regarding applicable consulting architects and engineers as well as general contractor insurances.
  • Obtain, track, and send to Risk management Certificates of Insurance and Bonds of contractors.
  • Track contracts, proposal requests and change orders through the signature process.
  • Completes contracts, pay applications, proposal requests and change orders.
  • Perform initial review/editing of project reports, make corrections for administrators.
  • Analyze data trends and provide information for administrator review.
  • Complete Letters of Agreement, fee adjustments for outside Architects, Engineers and Consultants.
  • Track payments and costs for special testing and inspections.
  • Track, reconcile and process through accounts payable all Pay Requests, Fee Adjustments and extras from outside Architects, Engineers and Consultants and Constructors.
  • Completes construction contracts, manages paperwork processes for the construction contracts.
  • Track Agreement monies and hold necessary amounts until BYU receives final documents.
  • Answer all inquiries from outside Architects, Engineers and Consultants or their personnel concerning Agreements, BYU policies or pay request accounting procedures.
  • Prepare Close Letter, record and maintain files on all documentation related to projects from inception to completion and archive those records for further reference.
  • Prequalification process for all contractors.
  • Issue and track all contractor keys on campus.
  • Update database for Construction Project Manager assignments.
  • Manage archive room for Planning and Construction.
  • CNA funding requests.
  • Helps in creation of design and construction work orders.
  • Track work order financials through the internal BYU software systems as necessary.
  • And any other tasks as assigned.
• Administrative/Office Support
  • Prioritize incoming calls and visitors: Be cognizant of those people who are critical to projects and ensure their calls are answered and routed to the appropriate administrators.
  • Schedule and coordinate large design/plan review meetings involving outside architects, engineers, inside administrators/ professionals and campus clients.
  • Schedule design/construction meetings involving all key personnel.
  • Schedules other meetings as necessary.
  • Be aware of the type of project discussed and determine who the critical attendees should be.
  • Ensure that meetings are not overlapping so that all key attendees may attend important meetings.
  • Use discretion to ensure confidentiality of projects, Agreements and callers.
  • Determine supply and equipment needs and purchase or make recommendations to purchase needed supplies.
  • Travel: Track Travel Approvals, generate Travel Authorizations and Expense Reports for all department employees’ travel.
  • Hiring: Create and update all Yjobs postings, update all job descriptions, arrange interviews, contact applicants and create and submit all ePAFs.
  • Supervision: Hire, supervise and train up to six students.
  • Supervise the distribution of Weekly Work Order Reports.
  • Manage fleet cars.
• Other Duties as Assigned
  • Manage the distribution of the BYU Standard Specifications. Serve on Specifications Committee; attend monthly meetings and carry out assignments. Issue revised specifications, maintain the website, print new binders for all shops after every major revision.
  • Provide Staff Assistant support to the PFMP Advisory Group.

Education/Experience:

• Minimum education/experience required:
  • Associates Degree in office management, legal assisting or business and 3 years of administrative assistant experience OR an equivalent combination of education and experience.
• Preferred:
  • Bachelor’s Degree
  • 8-10 years in administrative assistant experience
  • Construction Office experience and/or Architectural Office experience

Skills, abilities, knowledge, licenses, certifications:

• Prioritizing assignments, working with tight deadlines and anticipating needs in relation to preconstruction/post-bid phases of a project.
• Skills in editing, writing and proofreading.
• Ability to work with a variety of professionals and high level administrators in an effective and professional manner.
• Ability to be discreet and retain confidentiality of high profile project information and clients.
• Ability to learn industry related software programs for project tracking.
• Bookkeeping skills in order to reconcile department budgets; track project payments; prepare accurate project reports for analysis by administrators.
• Identify and report trends in data.
• Multi-task and work effectively both independently and in teams.
• Familiarity with BYU financial, purchasing and human resource functions.
• Attention to detail.
• Align with the mission, vision and values of the University and Physical Facilities.

Employee Class: Staff (Full-Time)
Work Location: Provo Campus
Environment: General office or other equivalently good environment

Desired Start Date: As soon as possible
Job Close Date: Open Until Filled

Pay Level: 49
Approximate Starting Salary: $41,500 to $53,500 depending on qualifications and experience

Documents Required at time of Application:
Required: Resume
Optional: Cover Letter, Letter of Recommendation 1

Members of the Church of Jesus Christ of Latter-day Saints must hold and be worthy to hold a current temple recommend.

Brigham Young University is an equal opportunity employer, including disability and protected veteran status.

Brigham Young University recognizes the benefits of attracting and retaining a diverse workforce. We strive to create a welcoming workplace that promotes a sense of inclusivity and belonging.