Design Support Administrator
About The Position
Project Documentation & Records Management Maintain project files, databases, and electronic records; prepare reports, meeting minutes, and correspondence to ensure accurate and accessible documentation. This is completed through our prescribed software and systems. Project Coordination & Communication Facilitate communication among project managers, consultants, contractors, and university stakeholders; schedule meetings and distribute project updates. Schedule & Workflow Tracking Monitor project timelines, approvals, and workflow processes to minimize delays, highlight bottlenecks, and ensure accountability. Compliance & Policy Support Support adherence to UF standards, policies, and procedures, including document reviews, reporting requirements, and quality control processes. Financial & Procurement Support Assist with processing & tracking of requisitions, purchase orders, invoices, and contract tracking to ensure compliance with UF policies and timely processing of payments. Coordinate between the vendors and UF Construction Administrators on all financial matters. Document Creation & Communications Create presentation materials, forms, communication materials and other documents that may require graphic design. General Administrative Support Provide office support such as data entry, calendar management, and other tasks to enhance the efficiency of the PDC team. Conduct special administrative projects or participate in committees.
Requirements
- High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Nice To Haves
- Associate’s degree or Bachelor’s degree preferred (architecture, interior design, graphic design, sustainability, engineering or other relevant degree)
- Minimum two (2) years of project support experience (design, construction or facilities setting preferred)
- Strong organizational, time-management, and multitasking skills
- Proficiency with AutoDesk suite, Adobe suite, MS Office Suite, project management software, and database systems
- Knowledge of design project processes, terminology, and documentation preferred
- Excellent written and verbal communication skills with attention to detail
Responsibilities
- Maintain project files, databases, and electronic records
- Prepare reports, meeting minutes, and correspondence
- Facilitate communication among project managers, consultants, contractors, and university stakeholders
- Schedule meetings and distribute project updates
- Monitor project timelines, approvals, and workflow processes
- Support adherence to UF standards, policies, and procedures
- Assist with processing & tracking of requisitions, purchase orders, invoices, and contract tracking
- Coordinate between the vendors and UF Construction Administrators on all financial matters
- Create presentation materials, forms, communication materials and other documents that may require graphic design
- Provide office support such as data entry, calendar management, and other tasks
- Conduct special administrative projects or participate in committees
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
