Facilities Project Assistant

Job description

Job location: Miami, FL

Employment Type: Full-time
Posted data: 2021-01-07
Req: R100043778
Current Employees:If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.

Transforming Lives

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The Facilities Project Assistant provides administrative support to the Project Managers and serves as a team player and coach who adheres to departmental and University core values. The incumbent works with little or no supervision on non-routine projects and assumes responsibility for the preparation of the department budget, consulting agreements, comparative analyses, and project presentations. Moreover, he/she handles confidential materials that drive the University’s strategy and decision-making


- Assists in the day-to-day operations and objectives of the department, including but not limited to budgetary review and analysis, managing purchase orders for multiple construction projects, and completing financial forms.

- Coordinates meetings and maintains Project Managers’ calendars. Prepares all correspondence for Project Managers, and maintains all project files both electronically and in hard copy. Completes special assignments including collecting, organizing, and analyzing data, producing reports and complex documents that may be the basis of significant decisions.

- Greets visitors and callers, handles inquiries, and provides appropriate direction and referral to other staff members.

- Interfaces with other departments to identify and resolve challenges, and communicates with high-ranking individuals inside and outside the University.

- Processes and generates change orders, tax saver purchase orders, contracts, and construction closeout procedures.

- Analyzes, designs, reviews, and implements improvement strategies for operational and system based processes, to enhance efficiency.

- Coordinates permitting with various municipalities, including processing permits with the City and contacting City staff.

- Adheres to University and unit-level policies and procedures and safeguards University assets.



High School diploma or equivalent required

Certification and Licensing:

Not Applicable


Minimum 2 years of relevant experience

Knowledge, Skills and Attitudes:

  • Proficiency in the use of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) at an advanced level.
  • Minimum three years of project management support in a high paced environment.
  • The ability to manage competing and equally import priorities successfully.
  • Establish and maintain processes for organizing filing systems (electronic and paper based).
  • Strong verbal and written communication skills.
  • Ability to work independently and/or in a collaborative environment.
  • Skill in completing assignments accurately and with attention to detail.
  • Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
  • Commitment to the University’s core values.
  • Proficiency in computer software (i.e. Microsoft Office).
  • Ability to maintain effective interpersonal relationships.
  • Ability to process and handle confidential information with discretion.

Department Specific Functions

  • Provides direct customer service, interfacing with other departments to identify and resolve challenges.
  • Participate in construction projects requiring input and participation by numerous constituencies.
  • Delegates special project responsibilities covering a broad range of duties.
  • Contacts or responds to contacts from high-ranking individuals inside or outside the University.
  • Applies project management knowledge, technical and interpersonal skills, and project management tools and techniques to assist with project requirements.
  • Analyzes, designs, reviews, and implements improvement strategies for operational and system based processes, to enhance efficiency.
  • Completes financial forms for the department (IDRs, BERFs, POs, work orders).
  • Prepares all correspondence for Project Managers and maintains all project files both electronically and in hard copy. Prepares confidential correspondence, reports, and other complex documents.
  • Assists in the preparation of presentations including research and writing.
  • Performs construction project specific tasks including processing and generation of change orders, purchase orders, tax saver purchase orders, contracts, construction close-out procedures, etc.
  • May be required to coordinate permitting with various municipalities, including processing permits at the City and contacting City staff as directed by Project Manager.
  • Other duties assigned.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:


Pay Grade:





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Job No:
Posted: 1/8/2021
Application Due: 3/9/2021
Work Type: Full Time