Capital Project Specialist

Job Description Summary
Provides a broad range of executive-level administrative support to the Vice President of Campus Planning and Design (VP CP&D). Is a proactive problem solver with strong communication skills attention for detail and ability to exercise discretion and independent judgment. Serves as the primary point of contact between VP CP&D and the campus and external communities. Manages the VP CP&Ds schedule. Researches prioritizes and follows up on multiple issues and open items addressed to the higher level executive. Provides support for and prepares materials related to Board-level committee activities. Manages operations of the Office of CP&D. Monitors and handles in-coming divisional communication. Manages special projects as assigned. Performs other duties as needed.

Responsibilities
Provide executive level administrative support Serve as the primary point of initial contact between the VP CP&D and campus and external constituencies including but not limited to senior university leadership academic leaders campus colleagues administrative partners members of the governing boards external professionals and vendors. Maintain the VP CP&Ds busy calendar with all associated details confirmations and arrangements; prioritizing and managing visits and meeting requests; maintaining knowledge of campus resources to accomplish a well managed calendar. Manage communication and logistics with discretion good judgment efficiency and completion. Administer VP CP&Ds travel professional memberships and licenses; Maintain digital files and filing system for VP CP&D. Establish and maintain contact with divisional staff partnering divisions key administers and membership organizations with whom the VP CP&D works closely. Maintain high level knowledge of the university organization and campus activities in order to support the VP CP&Ds Senior Staff role. Develop and prepare non-routine responses reports and correspondence that can be sensitive and confidential in nature. Provide support to the VP CP&D for Board-level committee activities and responsibilities. Coordinate activities and materials related to Board-level Real Estate and Campus Development Committee for which VP CP&D serves as senior staff liaison. Activities include: calendaring and meeting arrangements; preparation and distribution of meeting notices agendas and presentation materials; quorum logs; committee contact lists and committee schedule. Prepare meeting minutes track and record board committee decisions; track action items; maintain board-related files and obtain approvals on board minutes per approved procedures. Manage operations of the Office of Campus Planning and Design. Contribute to management of divisional operating budget by processing invoices; preparing expense reports; preparing monthly reconciliation reports; assisting in preparing monthly and annual operating budget reports. Monitor sort distribute and/or handle communication received through divisional email and other sources employing discretion and broad awareness of organization and priorities. Coordinate routine and special office activities including monthly team meetings occasional and seasonal special activities and annual team retreat. Prepare divisional meeting agendas take notes track and close out action items. Hire on-board and track schedules of student assistants. Maintain the CP&D divisional calendar including vacation and absence schedules for CP&D staff. Assist in the preparation of annual reports and annual goals of the division. Contribute to CP&D website content and maintenance. Organize and maintain electronic filing system for office operations in accordance to regulations policies and best practices. Perform other office operational tasks as necessary for smooth divisional operations. Example: emergency contacts and protocols Provide support to the VP CP&D for university-wide and national professional role and responsibilities. Prepare and/or review materials special reports and presentations in support of VP CP&Ds role as senior staff member and as board member of national Association of University Architects. Schedule meetings create agendas prepare and distribute materials and follow up on items related to VP CP&Ds active leadership roles

Required Qualifications
Bachelors degree in architecture construction management engineering interior design or related field from an accredited degree program. Five or more years of proven experience in coordinating complex integrated resource-loaded schedules and Critical Path Method scheduling techniques for design and construction projects Five or more years of proven experience in coordinating complex integrated resource-loaded schedules and Critical Path Method scheduling techniques for design and construction projects Superior organizational written and verbal communication skills. Ability to build strong working relationships with project teams and department staff. Must be local to Southern California.