Project Assistant (POE)

Job Title: Project Assistant (POE)

Department: Capital Planning (Post Occupancy)

Reports To: Project Manager 3

FLSA: Non-Exempt

Purpose

The MSBA is seeking to hire one or more qualified individuals interested in joining our team of professionals in the continued efforts of the MSBA’s mission of partnering with Massachusetts communities to support the design and construction of educationally appropriate, flexible, sustainable, and cost-effective public-school facilities.

Job Summary

The MSBA’s Post Occupancy Project Assistant (“Project Assistant”) supports the efforts associated with monitoring public school projects from invitation to conduct a feasibility study through construction and assist in performing post-occupancy evaluations of completed MSBA-funded school buildings. The Post-Occupancy Project Assistant supports and maintains the efforts associated with MSBA’s Post-Occupancy Evaluation program. The Project Assistant provides administrative support and applies MSBA’s policies, agreements, and procedures associated with generating individual post-occupancy evaluations and associated internal and external reporting.

ESSENTIAL FUNCTIONS AND RESPONSIBLITIES

· Support post-occupancy and feasibility study related activities internally with MSBA departments and local district officials.

· Verify and maintain status of recorded project milestone dates of MSBA-funded core program projects.

· Provide administrative assistance in development and updating of MSBA’s post-occupancy policies, procedures, communication protocols, tools, templates, and databases and establish a process for modifications and/or updates.

· Assist in communicating MSBA’s post-occupancy schedule and related efforts with professional consultants and local district officials participating in the Post Occupancy Evaluation program. Maintain current contact information for post-occupancy related efforts.

· Coordinate, schedule, and organize post-occupancy related meetings, calls, and site visits between internal MSBA staff, professional consultants, and district representatives. Schedule, organize, set-up and break-down in-house meeting space for related meetings.

· Assist with the collection of pre-occupancy data from district generated feasibility, design, construction, and other related documents. Maintain and record receipt of associated data and generate a status of information.

· Support the efforts associated with entering post-occupancy related information into MSBA’s central database (project management system).

· Maintain and organize materials and documentation associated with post-occupancy evaluations, consultant agreements, work orders, invoices, contract amendments, etc.

· Maintain status and support the efforts associated with the professional consultant’s deployment and feedback associated with district questionnaires, surveys, etc.

· Support Capital Planning’s effort associated with incoming and outgoing correspondence.

· Schedule new employee training and onboarding of post-occupancy in-house staff and external consultants.

· Support the post-occupancy program efforts by performing assigned administrative duties including, but not limited to, filing, preparing and editing documents, photocopying, scanning, and generating email.

· Draft and enter related meeting and/or conference call notes in MSBA’s project management system.

· Support POE project managers with obtaining and reviewing reports generated by professional consultant(s) to ensure compliance and conformance with consultant contract requirements.

· Support POE project managers with obtaining, reviewing, and distributing post-occupancy evaluation reports to participating districts and coordinate responses associated with internal and external feedback.

· Prepare and present periodic status and summary reporting to supervisor in support of reporting to MSBA’s Executive and Senior Staff, MSBA’s Board of Directors, and MSBA’s Facilities Assessment Subcommittee.

· Support POE project managers with organizing and reporting trend data related to information obtained through post-occupancy evaluations.

· Relieve the Receptionist on a rotating schedule with other assigned staff members.

· Potential to perform other duties as assigned.

REQUIRED QUALIFICATIONS

· Associate degree in at least one of the following: architecture, engineering, construction, project management, business or related field.

· Minimum experience of two years associated with office-based administrative work.

PREFERRED QUALIFICATIONS

· Previous experience associated with architecture, design, construction, project management, or other applicable disciplines.

KNOWLEDGE, SKILLS, and ABILITIES

· Demonstrate consistent reliability and punctuality.

· Exhibit a ‘can-do’ attitude, flexible work style, and exceptional organization.

· Interact and build professional relationships with diverse range of people.

· Prioritize and complete multiple tasks within established deadlines.

· Possess proficiency with Microsoft Office software applications, including Excel, Word, PowerPoint, and Outlook, as well as internet-search engines.

· Possess strong verbal and written communications including telephone interaction.

· Ability to work independently and as part of a team.

· Maintain confidentiality at all levels.

Physical Requirements:

· Prolonged periods sitting at a desk and working on a computer.

· Must be able to lift up to 15 pounds at times.

This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time.

Job Type: Full-time

Pay: $49,860.00 - $59,832.00 per year

Benefits:

• Dental insurance
• Disability insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Preferred)

Work Location:

• One location

Typical start time:

• 9AM

Typical end time:

• 5PM

This Job Is Ideal for Someone Who Is:

• Dependable -- more reliable than spontaneous
• People-oriented -- enjoys interacting with people and working on group projects
• Detail-oriented -- would rather focus on the details of work than the bigger picture

This Company Describes Its Culture as:

• Detail-oriented -- quality and precision-focused
• Outcome-oriented -- results-focused with strong performance culture
• Team-oriented -- cooperative and collaborative

Company's website:

• https://www.massschoolbuildings.org/

Benefit Conditions:

• Waiting period may apply
• Only full-time employees eligible

Work Remotely:

• Temporarily due to COVID-19

COVID-19 Precaution(s):

• Remote interview process
• Personal protective equipment provided or required
• Social distancing guidelines in place
• Virtual meetings
• Sanitizing, disinfecting, or cleaning procedures in place