Facilities Associate Project Manager

University of Texas at Austin

16d•$50,000•Onsite

About The Position

This position will be part of the LAITS Facilities Management team which is a small group responsible for creating and maintaining first class academic, research, and shared facilities within the College of Liberal Arts. Team members often work independently with minimal supervision, while still cultivating a strong sense of team cohesion and cooperation. Team members are responsible for initiating and owning projects on behalf of end-users, communicating task progress, and may be called upon to onboard existing projects when necessary to help balance workloads among the team. This position will be responsible for managing building facilities and assisting with small projects for the College of Liberal Arts as assigned by the LAITS Facilities Director, and as requested by departments. The position will assist with facilities management as needed, including managing routine maintenance and repairs, room scheduling, event support, building and facility access, assist with security and safety issues, emergency planning, building occupant training, facility use tracking, and building-wide communications. The position will work closely with project teams, consultants, vendors, and end-users to coordinate building repairs, renovation plans, office moves and purchases, and other technical needs. The position may assist users of event spaces with room reservations and understanding space use equipment and guidelines.

Requirements

Skills comparable to two years of experience supporting or assisting with deadline driven projects.
Six months experience in facilities-related management
Demonstrated self-driven initiative to complete tasks with little supervision.
Demonstrated ability to communicate effectively verbally or through written communications.
Demonstrated ability to collaborate with cross-functional teams.
Demonstrated ability to communicate and coordinate with vendors.
Demonstrated ability to use Microsoft Office Suite, instant messaging platforms, and video-conferencing tools.
Demonstrated attention to detail.
Demonstrated flexibility to changing project and team requirements.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor’s degree.
2 years of work experience assisting with deadline driven project-based work.
Work experience with room scheduling.
1 year of work experience in a university setting, with a demonstrable understanding of the complexities of the academic calendar.
Work experience coordinating office moves.
Work experience with CAD and developing office furniture layouts.
Work experience with event support.
Work experience related to construction/renovation planning.
Work experience managing or indirectly supervising the work progress of others.
Experience navigating large data sets through a functional database application such as Microsoft Excel, Google Sheets, or Airtable.
Work experience with project management tools such as Microsoft Project, Airtable, or Trello.
Work experience with asset management such as inventory.

Responsibilities

Support the academic and research needs of the College through facilities management. Support may include managing inter- and intra- departmental moves, providing facility access, small equipment or furniture purchasing, routine maintenance and repairs, classroom support, maintaining furniture inventory, small furniture moves and assembly, tracking facility usage and room assignments, responding to security and safety issues, and clear and timely communication with departments and colleagues.
Assist immediate supervisor and Facilities Director by assisting with simultaneous renovation and construction projects of varying sizes with unique teams and priorities. Help to establish project goals, balance project requirements, and meet deadlines.
Effectively manage the efforts of others without possessing supervisory authority.
Represent and serve as liaison for the College of Liberal Arts during facilities projects that may involve multiple college units and university entities. Provide all levels of coordination and support to ensure successful outcomes for projects and college priorities.
Assist with room reservations and event support. Support facilities group that coordinates and oversees the use and maintenance of shared-use spaces, including general purpose classrooms, conference centers, meeting rooms, and lounges.
Routinely engage with team members to provide up-to-date progress reports for facilities issues and small projects following standard business practices.
Assist colleagues with other departmental programs and initiatives (e.g., research support, inventory, media services, and technology integration).
Assist in the development and maintenance of team standards, tools, and best practices.
Facilitate team self-organization and self-management, rather than traditional command-control/directed styles. Encourage an environment where the team drives progress and feels ownership for its success, while also facilitating discussion and resolving conflict.
Assist with the development of training programs, documents, and materials.