Project Assistant, Measure M

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Project Assistant, Measure M

Salary

$52,768.00 - $71,142.00 Annually

Location

Huntington Beach, CA

Job Type

Classified Staff

Job Number

D-029-18

Division

District Office

Department

Facilities

Opening Date

12/14/2017

Closing Date

1/10/2018 11:59 PM Pacific

Definition

Summary 
Coordinates, participates in, and performs administrative, contractual, and financial support to engineering and capital construction projects and studies.  Monitors construction project work-in-progress, including financial compliance with contractual and regulatory requirements.   Serves as a liaison to campus administration for facilities development and construction matters.
 
Distinguishing Career Features 
The Project Assistant, Measure M is part of a career path for supporting facilities development and construction project management.  The Project Assistant, Measure M requires the ability to facilitate, lead, and participate in support services such as and not limited to financial and contractual compliance reporting, specification and bid processes, document control systems, and liaison to campuses for communications and logistics. 
 
Essential Duties and Responsibilities 

  • Oversees and provides general and technical information and assistance to the department, campuses, contractors, and oversight agencies on matters relating to the planning, development, construction and management of construction projects. 
  • Assists with communicating and interpreting District policies and procedures, ordinances, and other regulations pertaining to facilities planning and construction.  May coordinate other support staff that may be assisting with document control and processing of transactions.  
  • Consults with administrators and staff to develop efficient and non-disruptive egress and ingress pathways during the course of construction projects.  Recommends temporary directional signage for student safety. 
  • Participates in the logistics involved with the projects such as making arrangements for temporary and permanent relocations of offices, classrooms and gathering areas, directing movement of construction workers, and arranging for infrastructure support. 
  • Organizes and administers systems and processes for assuring up-to-date information and document flow to, within, and from the department and project participants. 
  • Contacts and confers with administrators, staff, and representatives of other organizations on matters concerning business best practices, contractual processes, customer service, or coordination of committees and projects. 
  • Participates in pre-construction meetings.  Conducts tours and walk-throughs of construction sites.  Engages in dialog with contractors and vendors and passes along recommendations for construction features benefit in addition to compliance with standards and regulations. 
  • Prepares work-in-progress reports and related documents and sets up approved contracts for payment.  Works with internal accounting and contractors to establish billing and communications routines. 
  • Provides administrative support to the tracking systems used to monitor compliance with construction standards and other requirements such as those for performance bonding, payments, inspections, permits, system testing, submission of as built schematics, etc.  
  • Communicates with project managers and contractors for work-in-progress updates, information, and reports that support the District's ability to assess compliance with the project objectives, construction and labor standards and other regulations. 
  • Assists with applications and obtains permits from other agencies that demonstrate the District's compliance with codes and regulations governing facility construction and use. 
  • Receives, reviews, incorporates, and processes engineering/construction change orders, resolutions, authorizations, and notices of completion.  Assures that all source materials become permanent additions as part of the document control responsibility. 
  • Assists with and may participate in making presentations to campus administration, staff, and contractors on the progress and financial and contractual compliance of construction projects.  
  • Creates, assembles, and maintains complete sets of administrative files of capital construction and other facility projects from conceptual format to completed works. 
  • Researches, prepares, recommends, and monitors approved budgets for construction support.  Assists management with monitoring large capital project budgets. 
  • Performs other duties as assigned that support the overall objective of the position.

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS

Knowledge and Skills:
The position requires working knowledge in best practices governing construction administrative support and communications.  Requires basic knowledge of construction project management, costs, construction techniques, materials and trends, and regulations and standards for public access facilities including building codes.  Requires basic knowledge of construction occupational safety and environmental compliance.  Requires basic knowledge of contract administration.  Requires working knowledge of and skill in setting up document control and progress reporting.   Requires sufficient human relation skills to convey technical concepts to engineering and construction professionals, to facilitate, and lead other contractors and support staff, and to work cooperatively with internal and external customers.   Requires technical writing skills sufficient to edit and prepare project specifications, requests-for-proposal, process documentation, and report dialog.  Requires sufficient mathematics skills to track and analyze financial information such as actual-to-budgeted expenditures.

Abilities:
Requires the ability to perform all the responsibilities of the position.   Requires the ability to plan, organize, coordinate, and review progress and compliance with construction and development projects.  Requires the ability to organize, lead, and implement best practices for office administration, work flow, and communications.  Requires the ability to monitor project budgets and anticipate future budgetary needs.  Requires the ability to learn, interpret and apply rules, regulations, laws and ordinances associated with construction of public access facilities.  Requires the ability to prepare, review, and recommend bid documents and specifications.  Requires the ability to prepare management information and financial reports for projects.  Requires the ability to conduct mathematical computations using physics, algebra, analytic geometry and statistical analysis.  Requires the ability to organize and sequence work associated with supporting development and administration construction projects.   Requires the ability to work cooperatively with contractors and district and campus administration. Requires the ability to work as contributing member of a team, work productively and cooperatively with other teams and external customers, and convey a positive image of the District.

Education and Experience:
The position typically requires an Associate's degree with a major in business, construction management, urban planning, or related discipline and two years of progressively responsible administrative experience supporting construction, engineering, or architectural projects.  Or, any combination of education and experience that would provide the required equivalent qualifications.
 
Licenses and Certificates:
May require a valid driver license. 

Conditions of Employment

This is a full-time, categorically-funded, 12-month per year classified position. The District reserves the right to extend, modify, or eliminate this position based upon available funds.  The normal hours of work will be 8:00am to 5:00pm, Monday through Friday, with some flexibility required to meet the needs of the department. The effective date of employment will be arranged with the supervisor.

  • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
  • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)
  • The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
PAY PHILOSOPHY: Starting salaries for support staff positions begin at Step-1 of the salary range. All movement on the salary schedule will occur July 1 of each year for all classified employees.

Physical Abilities:
The incumbent performs work of a sedentary nature.  Requires sufficient ambulatory ability to walk to district locations, to stand for intermittent periods of time, and to bend and stoop to retrieve work materials.  Requires sufficient arm-hand-eye coordination to operate a computer keyboard and pointing devises at a proficient level.  Requires visual acuity to create and read three-dimensional and detailed drawings and observe structural work-in-progress.  Requires verbal and auditory ability sufficient to carry on conversations with others and make presentations to groups.

Working Conditions:
Work is performed indoors and outdoors where some, yet limited, safety considerations exist due to proximity to construction activity.
 

Additional Information

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310 (Download PDF reader)) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716.

APPLICATION REQUIREMENTS:  To be considered for this opportunity, you must submit a COMPLETE application packet. A complete application packet includes:

  1. A complete Coast Community College District Online Employment Application.
  2. A current resume (uploaded as a separate attachment - PDF recommended).
  3. A cover letter (uploaded as a separate attachment - PDF recommended).
  4. Answers to all supplemental questions (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume" or "N/A").
Submission of all required application information and materials is the responsibility of the applicant.

APPLICATION PROCEDURES:
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting www.cccd.edu/employment. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714 or (714) 438-4716.

Information for TDD users is available by calling (714) 438-4755.
 
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. All application materials become the property of the Coast Community College District and will NOT be copied or returned. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 or (714) 438-4716.

SELECTION PROCEDURES:
  1. All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
  2. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is required that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
  3. If any travel is required for an applicant to participate in-person during the interview process, this will be done so at the candidate's own expense.
The Coast Community College District is a multi-college district that includes Coastline Community College, Golden West College, and Orange Coast College.  The three colleges offer programs in transfer, general education, occupational/technical education, community services and student support services.  Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs. 
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States.  Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.

Coast Community College District is an Equal Opportunity Employer
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.

Comprehensive Medical, Dental and Vision
We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's PPO plan as well as two HMO's, United Health Care and Kaiser Permanente. We also provide District-paid dental and vision insurance. 

Benefits are available to regular permanent employees working 20 or more hours per week.  Benefits are not available to temporary or short term employees.

District-paid Life Insurance
The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by ING. This District-paid benefit is equal to one time your annual salary and remains in effect until age 70.

District-paid Disability Benefits
Coast provides both short and long term disability benefits for eligible employees unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans
A variety of voluntary plans are offered through the District to benefits-eligible employees such as Long Term Care, Hyatt Legal, and Section 125 compliant flexible spending accounts.

Enrich Your Profession
Professional Development Programs
The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves
Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Academic Senate
The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.

Time to Refuel
Vacation
Classified, contract staff earn vacation days commensurate with years of service. Classified Management and Administrators earn 22 days vacation per year.

Sick Leave
All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your PERS and STRS retiree benefit.

Holidays
The District observes 21 paid holidays per year.

Jury Duty, Bereavement, Military Leave
Coast grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations
Pension Plans
The District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.
Additionally, it is the policy of the Coast Community College District that contract employees who retire from the District with ten or more years of service be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement or GAP plan  is available to retirees and their spouses after age 70.

Annuities
The District maintains a program whereby qualified employees may request through Payroll to have a portion of his or her salary deposited under a tax sheltered annuity plan or an approved deferred compensation plan.

Schools First Federal Credit Union
The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.

01
Describe your experience to date with school facilities planning, design, construction, and maintenance field operations and procedures. Please be specific.
02
Explain your experience in basic principles, practices and techniques of construction project management, project tracking and reporting, and building construction materials and methods.
03
Describe your experience in reading and interpreting building construction plans, drawings and specifications.
04
Describe your knowledge and experience in applying building codes, regulations, schedules, contract provisions, and interpreting building plans and specifications.
05
Describe your experience in field observation, and your ability to analyze and propose solutions to a variety of construction-related matters, while working with limited supervision to meet deadlines.

Required Question

Agency
Coast Community College District
Address
1370 Adams Avenue

Costa Mesa, California, 92626
Phone
714-438-4668
714-438-4714
Website
http://www.cccd.edu
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