Project Assistant

City of Austin•Cambridge, MA

20h•Onsite

About The Position

Under direct supervision, this position provides support to the project management team by organizing various projects, contract agreements, and programs. It participates in the development of a project and provides support in scheduling, budgeting, and implementation phases of the project. This role is within the Austin Transportation and Public Works Department (TPW), specifically in Street & Bridge Operations (SBO). The Project Assistant performs a combination of project and administrative work, including planning and completing projects related to building administrative processes, structures, and policies. Additionally, the position offers direct administrative support to SBO supervisors, managers, and executives, encompassing tasks such as data collection, light analytics, report compilation, record management, meeting note-taking, and auditing processes and performance. The successful candidate will collaborate directly with SBO managers and executives, as well as personnel from other TPW divisions like IT, Finance, and Performance Management.

Requirements

Graduation with a Bachelor’s degree from an accredited college or university with major coursework in a related field, plus one (1) year of relevant work experience.
Experience may substitute for education up to the maximum of four (4) years.
Knowledge of basic project practices and procedures.
Knowledge of Federal, State, and Local laws applicable to bond projects.
Knowledge of applicable City practices, policies, and procedures.
Knowledge of contract development and monitoring.
Skill in project planning and prioritizing.
Skill in oral and written format to a variety of audiences.
Skill in handling multiple tasks and prioritizing.
Skill in using computers and available software packages.
Skill in data analysis and problem solving.
Skill in planning and organizing.
Ability to work with frequent interruptions and changes in priorities.
Ability to establish and maintain good working relationships with internal and external customers.
Valid Texas driver’s license or the ability to acquire one by your hire date.
External New Hires must meet the City of Austin’s Driver Record Evaluation (DRE) requisite (no more than three moving violations or a total of six Driver Record Evaluation points within a period of thirty-six (36) months).

Nice To Haves

Proficient in MS Office applications, particularly MS Excel.
Experience working with and building trusting relationships across a diverse range of stakeholders (i.e. executives, management, staff, and the public).
Experience incorporating user needs and feedback into work products and delivering excellent customer service.
The ability to travel to multiple work locations when required.

Responsibilities

Assists in planning stage of projects, including the coordination of existing bonds and future bond projects.
Assists in planning, scheduling, or coordination of project activities to meet deadlines.
Provides assistance in creation of a communication plan to field staff, including Project Managers and Project Coordinators.
Creates and maintains project progress monitoring data to track each project.
Coordinates status updates for project related matters including providing updates to internal and external customers.
Updates and maintains schedule data to ensure project consistency and optimization.
Assists in resolution of project issues including any potential risks to team members by providing supporting documentation including policies and procedures.
Communicates roles, expectations, and accountabilities to all team members on a regular basis.
Advises management of problems, issues, and status of ongoing projects.
Provides assistance to ensure established project deadlines and related tasks are completed as assigned.
Plan and complete projects related to building administrative processes, structures, policies, etc.
Provide direct administrative support to SBO supervisors, managers, and executives, including but not limited to data collection, light analytics work, compiling reports, managing records, taking notes in meetings, and auditing processes & performance.
Report to SBO facilities to support emergency response operations in the event of inclement weather or other emergency events.

Benefits

Generous leave
Work-life balance programs
Extensive benefits
Retirement Security (City of Austin Employees' Retirement System)
Sustainable Transportation Options (access to public transit and bike-friendly infrastructure)
Wellness programs
On-site fitness centers
Mental health support
Professional development opportunities
Leadership opportunities
Low-cost medical
Dental
Vision
Paid leave time
Highly competitive retirement plan
Career development opportunities