Overview:
The Program Management Division of the Engineering Bureau is seeking a
highly organized and experienced Project Assistant to provide critical
administrative support on complex, multi-phase, multi-million-dollar
design and construction projects. This role requires a candidate who is
adaptable and able to assist Program Managers in various aspects of
project management, particularly in budget tracking, reporting, and project
coordination. This role also requires a candidate with advanced Microsoft
Excel skills, including the ability to create Pivot Tables and utilize other
complex functions.
The ideal candidate will have experience in all administrative work involved
in project management, including cost management and documentation.
They must be able to work in a fast-paced environment while managing
multiple priorities and tasks simultaneously.

Responsibilities:

• Prepare meeting agendas and minutes, ensuring accurate and timely documentation of discussions and decisions.
• Provide administrative and operational support to multiple Program Managers across various projects.
• Assist in monitoring project budgets and preparing documentation for budget transfers as needed.
• Review consultant contractual agreements to ensure compliance with budgetary constraints and project commitments.
• Manage project documentation in alignment with established filing systems, including uploading files into the online document control system and/or the project management system (Unifier).

Qualifications:

• Bachelor’s degree or Associate’s degree in Finance, Business, Engineering,
• or a related field, or equivalent experience.
• Proficiency in Microsoft Excel, Word, PowerPoint, and other standard office software.
• Advanced Excel skills, including the ability to create Pivot Tables and utilize other complex functions.

PREFERRED EXPERIENCE:

• Willingness to work occasional overtime as needed.
• Experience in document control and flow of documents between PMs and other departments.
• Experience in large design and construction programs.
• Experience with close out and audits.
• Perform additional responsibilities as assigned.

• Prepare meeting agendas and minutes, ensuring accurate and timely documentation of discussions and decisions.
• Provide administrative and operational support to multiple Program Managers across various projects.
• Assist in monitoring project budgets and preparing documentation for budget transfers as needed.
• Review consultant contractual agreements to ensure compliance with budgetary constraints and project commitments.
• Manage project documentation in alignment with established filing systems, including uploading files into the online document control system and/or the project management system (Unifier)