C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION

Transcription

1 C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION PART A Employee Name: Title of Immediate Supervisor: Assistant Director, (Facilities Engineering and Construction) Position Title: Project Administrator (Facilities Engineering and Construction) OFFICE USE ONLY 1.Title: 2. Establishment No: Level: Evaluated by: Date: Department: Facilities Management and Planning 5. Approved by: Date: PART B Position Summary: Reporting to the Assistant Director of Facilities Engineering and Construction, and working with minimum supervision, the Project Administrator supports all aspects of the project management process and assists/administers in coordinating construction projects by providing project administration, procurement, construction contract management, financial reporting and schedule monitoring. This includes the preparation and processing of construction contracts, purchase orders, processing and record keeping of all type of project billings, Internal Chargebacks, and change orders. The incumbent is responsible for the administrative functions of Facilities Engineering and Construction Department including interfacing with consultants, contractors, faculty, and senior management, front-line reception and client inquiry resolution activities, ensures the efficient operation of all administrative processes, and provides administrative support /calendar management to the Assistant Director, Facilities Engineering and Construction. The incumbent provides administrative support on a daily basis to the department s Project Coordinators (2), Manager of Energy Services, and Manager of Plant Operations. PART C Primary Duties Performed: 1) Provides Project/Administrative Support to Facilities Engineering and Construction 40% Is the initial contact for inquires concerning Facilities Engineering and Construction from staff and faculty/students/general public/consultants/contractors by mail/ /telephone and in person; With minimum supervision, the incumbent responds to client inquiries in person, by voice and electronic means by providing clear, accurate and concise information that enables the client to get the information requested;

2 Attends all major project start-up meetings to ensure that Carleton University s policies and procedures are understood and communicated; Attends project meetings on behalf of the project coordinator if necessary; Organizes and prepares agenda/minutes for bi-weekly project meetings and biweekly staff meetings; Advises Facilities Engineering and Construction staff of important University events that construction may affect in order to minimize disruption (ie. exams, convocation, etc.); Works closely with the Project Coordinator (CAD) to ensure that all record drawings/close-out information is received and follows up with Consultant as required. Updates project lists with projects that are planned or underway; Assigns Estimate ID numbers to project requests to ensure that all requests are tracked, before a project is established; Drafts, formats, and generates a variety of correspondence; Filing and/or scanning a variety of project documents (hard copy and electronic); Fills out Building Permit Applications and coordinates with Administrative Services to obtain cheque for application fee. Follows up with City of Ottawa if necessary; Provides support to Facilities Engineering and Construction staff with the overall entry of major maintenance/capital projects at the beginning of each fiscal year and throughout the year as required; Verifies and assists with the entry of all Capital Project approved for implementation once projects for the fiscal year are approved; Creates management reports for project status, budget, and schedule; Responsible for compiling information and submitting the Accessibility Report to Equity Services in regards to Facilities Engineering and Construction projects for each fiscal year; Verifies that the responsible Facilities Engineering and Construction staff are updating the required project data into the Project Management Software System (ECLIPSE). Maintains the ECLIPSE Database, and provides training and help support to Facilities Engineering and Construction in using it. 2) Procurement/Contract Management and Financial Support 40% Project Administrator assists with the preparation of annual budgetary plans, reports and individual project budgets; Reviews, analyzes and reconciles contract financials; Verifies supplier invoices against contracts to determine validity of claims; Ensures that all invoices are complete and have all the required information (ie statutory declaration, WSIB, Consultant s approval). Follows up with contractor if information required; Ensures Fund, Org, Acct, Prog, Actv (FOAPAL) information and Project Number is correct on all invoices;

3 Enters invoice information into PMSS (Project Management Software System) database/spreadsheet to ensure accurate and up to date financial information; Ensures the implementation and compliance of all policies and procedures for procurement; Prepares Letters of Intent, processes contract PO requisitions, change orders, and reports; monitors accounts and transactions; Requests journal entries, HST/GST/PST rebates; and Internal Chargebacks; Puts together CCDC contracts and Architect Agreements for execution from the Contractor/Architect/Assistant Vice-President of Facilities Management and Planning and Vice President of Finance and Administration; Receives and handles general inquiries from client departments regarding project progress, billing and/or budget inquiries and coordinates with them to ensure proper project set up, funding accounts, etc; Monitors FAST on a regular basis to ensure that proper charges are being charged to projects, and advises Administrative Services on any discrepancies; Assists Administrative Services and Facilities Engineering and Construction staff with year end accruals, holdbacks and financial commitments in cooperation with the Finance Officer and identifies carry-over projects complete with associated financial information; Works with the Project Coordinator and Consultant in preparing tender/solicitation and or/request for Proposal documents; Performs front end review of tender documents and works with the Project Coordinator/Consultants in finalizing documents to be issued for tender; Issues Request for Quotation /Request for Fee Proposals documents via to contractors/consultants on behalf of the Project Coordinator; Posts/uploads bid documents on MERX (the university s electronic tendering and project document management service); Prepares solicitation amendments for approval by the Project Coordinator; Takes receipt of quotations/fee proposals valued at < 100K; Conducts reference checks as required for prequalification lists; Liaises with Assistant Directors, administrative services, and clients regarding project costs. Provides information/options to maximize fiscal/program spending. 3) Provides Administrative Support to the Assistant Director of Facilities Engineering and Construction 10% The incumbent sets up meetings on the behalf of the Assistant Director of Facilities Engineering and Construction; Provides calendar management to the Assistant Director of Facilities Engineering and Construction; Drafts and prepares correspondence for signature, sometimes related to confidential matters;

4 Follows up with consultants and contractors on behalf of the Assistant Director of Facilities Engineering and Construction regarding requests and status of projects. 4) Other Duties 10% Provides back-up coverage/support for the Administrative Assistant to the Assistant Vice-President (Facilities Management and Planning); Filing and coordinating archiving of all project files; Establishes and maintains distribution lists for prequalification lists, and tracking of expiration dates; Assists with final uploads to VFA (facility condition assessment database)for project costs and report preparation for Ministry/University reports; Issues keys for construction projects and ensures the proper documentation is filled out; Prepares office supply orders for approval and ensures adequate office supplies are available for the Facilities Engineering and Construction Group; On a daily basis assists Facilities Engineering and Construction staff in coordinating delivery of correspondence to departmental staff, other departments and external sources as required; Works with the Administrative Assistant of the Assistant Vice-President (Facilities Management and Planning) to schedule tender openings.

5 PART D Specifications: (to be completed by the supervisor in conjunction with the employee) 1. KNOWLEDGE AND SKILL a) Minimum amount of formal education required: Completion of 3 year post secondary education, including courses in accounting, procurement, business computer systems and administration. b) Minimum amount of relevant experience required: Three (3) to four (4) years of progressively responsible administrative experience preferably in a project/maintenance and or facility management environment with exposure to a computerized project and/or maintenance management system and working with financials and budgets. c) Minimum amount of type of continuing study required: The incumbent must keep up to date and current with University policies/contract purchasing and payment procedures which affect the department and their effects on departmental operations and office management procedures. The incumbent must keep up to date and become proficient on the use of various databases (FAST/MAXIMO/ECLIPSE/MERX), and staying current on computer applications generally used by the Department of Facilities Management and Planning Elaborate on (a) and (b): The incumbent works in an environment in which multi-tasking is a standard operating procedure. Excellent organizational skills and the ability to set priorities are essential skills, as well as demonstrated resourcefulness, decision making ability, and flexibility and must have the ability to work quickly and accurately under pressure The incumbent must be able to prioritize tasks, meet deadlines, and take initiative without supervision. As the incumbent is privy to confidential and sensitive information in regards to contracting and procurement, the incumbent must exercise discretion at all times. The incumbent must have sound experience and knowledge of purchasing, contracting, and order processing procedures, as well as experience working with a financial reporting system. 2. COMPLEXITY OF DUTIES The incumbent must be able to work on many different tasks at one time, and is expected to show initiative and resourcefulness in prioritizing of tasks in order to meet deadlines, the possibility of error is increased by the large variety of tasks which must be carried out concurrently. The ability to rapidly assimilate and master new tools and techniques with only minimal assistance and instruction is essential.

6 3. ACCOUNTABILITY The impact of errors is significant, that is, would negatively impact the reputation of the university s reputation and could result in financial loss. Errors in the entry and upkeep of data could lead to time loss and inconvenience to the Department, Business Office, Administrative Services and to Ancillary Departments, as well as financial loss to the Department/University. Errors in the procurement process could result in legal action against the university, and extra claims by the contractor. The incumbent maintains an electronic and hard copy project filing system to enable the Assistant Director of Facilities Management and Planning, and Facilities Management and Planning staff to access and retrieve files at any time in order to access all information necessary to provide direction and/or make decisions. The incumbent is relied upon to provide accurate administrative records and information to all members of the Department as well as various Departments across campus. The nature of the work, the environment and the information treated within the group requires an individual with a demonstrated sense of and a high level of confidentiality. 4. NATURE AND LEVEL OF CONTACT: a) Purpose of contacts: Providing administrative support to Facilities Engineering and Construction, which includes the Assistant Director of Facilities Engineering and Construction, Project Coordinators, Manager of Energy Services, and Manager of Plant Operations. Providing and obtaining information from faculty, senior management, other departments at Carleton and the general public. The incumbent has daily contact with contractors and consultants in order to receive/clarify/expedite information. The Project Administrator acts as a resource to external consultants/contracted project management firms in all administrative aspects of the project management process. Liaises with other campus services departments (CCS, DUS,), to coordinate work that is needed to complete projects via Internal Chargebacks); Works closely with Administrative Services in regards to financial reporting related to projects, and advises on any errors posted to the G/L. b) Level (check one)-regular and continuous only and as specified in Part C Other employees in same work unit or office The above plus students; faculty in the same work unit; or employees from other departments or offices at a similar job level to the incumbent. X The above plus the general public, faculty and staff at a more senior level from other departments or staff at equivalent levels outside the university. All the above plus senior University executives and senior officials from government, private industry, other universities, etc.

7 5. SUPERVISION/MANAGEMENT CONTROL EXCERCISED: a) Describe the type of supervisor/management control exercised. Indicate responsibility for overall direction of a section/department/unit either independently or through subordinate supervisors if applicable: N/A b) Indicate the level of employees directly (not through subordinates) supervised: c) Indicate number directly supervised: Signed by: Employee Date Approved by: Immediate Supervisor Date Department Head Date