Project Documentation & Records Specialist (Administrative Analyst/Specialist - Exempt I)

Jun 08, 2018
Institution Type
Four-Year Institution

Job Title:  Project Documentation & Records Specialist (Administrative Analyst/Specialist - Exempt I)
Job ID:  13513
Full/ Part Time:  Full Time
Job Code:  1038
Department:  Facilities Planning

Salary:Salary Range: $3,897 - $6,647 per month
Anticipated Hiring Salary: $3,897 per month

Note: This is a full-time, probationary, exempt position.


Reporting to the Director of Planning, Design and Construction, incumbent is responsible for assisting with multiple construction projects on campus. This includes all aspects of administrative support from the conceptual development stage through final completion. The incumbent will also support Facilities Management by creating and maintaining various file systems, databases, CAD drawing database, and FacilitiesLink related modules.

Position Summary:

  • Support the project management process by performing tasks such as processing shop drawings, handling the work flow of RFI's, document control, change management, outsourcing, estimating, scheduling and other related activities
  • Support the change management process by updating logs, routing source documents to vendors, obtaining pricing, developing estimates and proposals, writing change orders and other related activities
  • Perform a variety of technical field and office engineering work
  • Review engineering plans and specifications and land development projects prepared by professional consultants for accuracy
  • Work with contractors and other professional consultants to ensure compliance with all CSU and Public Works contracting laws and campus requirements
  • Prepare requests for proposal for the selection and hiring of professional engineering and design services
  • Review engineering, architectural drawings and bid specifications for accuracy and completeness
  • Participate in preparation of various studies, recommendations for materials and methods, and cost estimates
  • Seek, study and promptly resolve problems, conflicts, incomplete or ambiguous design information and any other questions/issues presented
  • Assist with coordinating work of contractors and Campus Community
  • Assist with the evaluation of projects for constructability and value-engineer cost savings
  • Enforce contract specifications and requirements
  • Prepare clear, concise reports
  • Present technical material and reports to a nontechnical audience
  • Organize, update and maintain plan room
  • Organize, update and maintain all records in the FacShared Facilities department files
  • Organize, update and maintain all records in the CAD/As-Built department e files
  • Initiate a standard file tree for all projects on two server locations
  • Develop and maintain a DSA spreadsheet of campus projects
  • Develop and maintain a spreadsheet for tracking project approvals (e.g., peer review, DSFM, Local Fire, Health Dept, Building Officials, etc.)
  • Set up and maintain major cap binder filing
  • Issue campus building permits
  • Update and maintain campus project spreadsheet
  • Perform routine and various administrative duties as required
  • Work with a diverse work force including University campuswide staff, students and faculty
  • Act and perform as a cooperative and engaged member of the Facilities Management team
  • Maintain a professional-like attitude at all times while on duty
  • Perform job duties in a safe manner and follows established safety policies and procedures
  • Perform other related duties as required or directed
  • Knowledge, Skills & Abilities:

  • Working knowledge of basic construction practices, methods and administrative procedures
  • Working knowledge of the principles and practices of public works
  • Working knowledge of laws and ordinances relating to design and construction standards
  • Excellent organizational, record keeping, and information management skills
  • Excellent interpersonal, verbal and written communication skills
  • Is highly motivated, has a thorough sense of urgency and is a self-starter
  • Skill in maintaining, updating, evaluating and operating all AutoCAD software and equipment
  • Skill in operating various specialized software
  • Excellent listening skills
  • Good analytical skills and the ability to effectively use a variety of estimating, scheduling and reporting software tools
  • Ability to:
    • Read, update and maintain various construction project records, files and project documents
    • Clearly communicate information both verbally and in writing
    • Work independently and/or collaborate in a team environment
    • Multi-task and handle multiple priorities with a sense of urgency
    • Understand and follow highly complex written and oral instructions
    • Effectively handle interpersonal interactions at all levels and to work with representatives from public and private entities and reflect a positive and professional image
    • Communicate with an ethnically and culturally diverse campus community
    • Follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures
    • Make independent decisions and exercise sound judgement
    • Effectively interpret, organize, and present information and ideas in written or presentation form
    • Set priorities and meet critical deadlines
    • Learn and teach
  • A history of regular attendance and positive performance evaluations
  • Education and Experience:

  • Bachelor's degree or equivalent training and administrative work experience
  • Five or more years of recent progressively responsible experience including organizing electronic files, and updating existing and drawing new files in CAD
  • Preferred Skills:

  • Bachelor's degree in architecture, construction, engineering, urban planning, or related field
  • Knowledge of Bluebeam, PlanGrid, Microsoft Project and Website software

  • To view full job description including minimum qualifications:


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