General Summary

Under general supervision of Facility Planners and Project Managers, supports facility capital program, throughout the implementation of planning, design, construction, and renovation projects. Provides administrative and technical support as follows:

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Information Management: Develops and maintains wide range of project related information in paper and electronic systems.

• A. Establishes and maintains project information (paper and electronic) in accordance with UMMC/UMMS project development protocols from initiation through closeout and archiving
• B. Assists in developing, editing, and assembling project documents and correspondence
• C. Prepares program and project performance reports for management.
• D. Assists with preparation of presentations.

2. Project Management & Planning Services: Assist with routine planning & project management tasks.

• A. Schedule and coordinate project related meetings including issuance of agenda, minutes, and associated materials
• B. Assists with decommissioning spaces and other related enabling activities prior to the start of construction
• C. Assists with the coordination and integration of the planning services studies & project work with other medical center operations such as loading dock and floor access, scheduling of outages, and commissioning.
• D. Assists with project activation activities such as medical and information technology equipment procurement, tracking, and installation; IT and telecom coordination; project completion activities (including close-out); staff relocations; associated communications.
• E. Assists with Computer Aided Facility Management tasks.

3. Financial Management:

• A. Performs financial transactions including procurement requisitions, purchase orders, PO change orders, check requests, expense reports, and invoices.
• B. Reviews project financials and reconciles as needed.
• C. Tracks Minority Contractor participation.

4. Departmental Support:

• A. Responds to internal and external telephone calls, inquiries and visitors following established departmental procedures. Initiates or responds to correspondence and memoranda. Serves as administrative liaison internally and outside the organization regarding issues affecting departmental activities.
• B. Prepares and ensures accuracy of confidential documents, in accordance with department.
• C. Schedules and coordinates meetings, appointments, travel arrangements and conferences. Prepares agendas, assembles background materials. Attends meetings, prepares notes and performs required administrative follow-up.
• D. Compiles and reviews financial data and/or statistical data for completeness and accuracy prior to distribution or use.
• E. Provides support for special projects and assignments: researches, analyzes, and summarizes information and source materials for reports.
• F. Maintains various paper and electronic filing systems in accordance with department procedures or The Joint Commission record keeping requirements.
• G. Orders and maintains office/clinical supplies and equipment and maintains related expense records.
• H. Assists with administrative and planning duties on committees and work groups involved with the program.
• I. Schedules and coordinates departmental meetings, training sessions, and events; including issuance of agenda, minutes, and associated materials

5. Assists in the development of educational and business training for interns and students as assigned.

Education and Experience

• Associates Degree, or combination of education and applicable work experience, is required. Bachelor’s degree preferred.
• AutoCAD experience is desirable but not required.

Knowledge, Skills and Abilities

• Demonstrated ability to work in a team environment.
• Proficient in the use of standard MS Office (Word, excel, powerpoint), Windows based PC desktop computer applications including PDF and email programs, and use of various office equipment such as photocopy machine, printers/plotters, and fax is required.
• Familiarity with design, construction, and engineering terminology is preferred.
• Demonstrated ability to use resourcefulness in researching various documents and databases is required, as well as gathering various types of information or other resources. Ability to coordinate and handle multiple activities.
• Effective verbal communication skills including courtesy, resourcefulness and efficiency in answering questions, giving directions, locating staff and explaining departmental policies and procedures are necessary.
• Effective writing and organizational skills are required to revise correspondence and respond appropriately to confidential memoranda, and maintain project files. Highly effective interpersonal skills are required to interact effectively with all levels of personnel in facilities, clinical and contractor fields and consultants.