Executive Assistant to the Dean
Harvard University
United States

Duties & Responsibilities

The Harvard Law School (HLS) Facilities Management Office oversees the operation and maintenance of academic and residential buildings in a campus setting comprising of approximately 1.2M gsf. The Facilities Management Office is responsible for all aspects of building operations including Mechanical, Electrical, and Plumbing (MEP) systems, custodial, landscaping, loading dock, mail services, energy, access control, foodservice, preventive maintenance, project management and event scheduling, all with high standards for collaboration and dedication to customer service.

The Assistant Project Manager reports to the HLS Project Manager (PM) and is responsible for supporting the PM in the day to day activities associated with various operating and capital projects at Harvard Law School.

Duties and Responsibilities:

  • Participates as a member of HLS’s professional team in the design, permitting, construction, for the various projects and office moves: Support the HLS project manager in the project delivery process through the design, construction and close-out phases of the project. Facilitates communication throughout projects, particularly during transition from one phase to the next. Assist with the development and maintains project schedules and budgets from planning through project closeout. Communicates to the Project Manager and often resolves issues affecting project quality, budget, scope, timeline or delivery.
  • Participates in the owner’s construction meetings, contributing to the review of construction progress and quality. Supports the HLS project manager and/or handles all change proposal reviews, and project schedule and budget updates. Responsible for reporting on field project quality control systems. Supports review and coordination of all submittals to ensure expeditious processing.
  • Participates as necessary in observing and/or directing on site tests required by the contract documents and supports coordination of testing activities by agents retained by the Owner. Observes and reviews the contractor’s record drawings and reports any apparent failure by the contractor to maintain records. Supports the HLS PM in coordinating an efficient and orderly project closeout process. Works with HLS PM, consultants, and operations personnel to prepare a punch-list for the contractor, and ensure punch-list items have been addressed appropriately.
  • Will work in the deferred maintenance database updating project deliverables, schedules and costs. Supports the HLS PM in identifying project work and the multi-year capital plan as it relates to the deferred maintenance database. Assist with the outside consultant to keep the database updated and annual inspections scheduled.
Budget and Finance Responsibilities:
  • Participate in annual Capital planning and provide support with updates in Harvard central report systems.
  • Maintains updated list of operating projects with project manager, reconciles invoices to quotes and budgets and facilitates prompt payment.
  • Assists in budget development for specific projects and quarterly budget review.
  • Reviews operating and capital budgets monthly. Updates Harvard central reporting system.
  • Processes invoices and obtain all necessary approvals.
In Addition, the APM must be available during HLS peak times such as holiday breaks. This position is Critical/Essential Status: necessitating reporting to campus when/as needed during emergency situations and severe weather. The APM is designated as essential and critical to the operations of HLS.

 

Basic Qualifications

Bachelor's degree is required or equivalent combination of education and experience. A minimum of 5 years of progressively responsible experience in project management and with specific responsibility for progressively small to medium sized construction projects.

Additional Qualifications

The position requires dealing with a wide range of complex administrative and technical tasks where frequent independent interpretation and decision making is required. Requires oral and written communication with all levels of the University community and a wide spectrum of outside agencies, schools and vendors. Must be able to organize, prioritize, and perform under pressure in both an internal departmental contact and customer interaction. Strong computer skills (MS Office, MS Project, Outlook) are essential.

Additional Information


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