Massachusetts School Building Authority

Job 175178 - Project Assistant
Boston, MA

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Job Details

Location: Boston, MA
Employment Type: Full-Time
Salary: $40,918.00 - $49,101.00

Job Description


The Massachusetts School Building Authority (MSBA) seeks qualified candidates with experience and backgrounds in adminsitrative serivces and project administration for the position of Project Assistant.The MSBA is a quasi-independent government authority that partners with Massachusetts communities to support the design and construction of educationally-appropriate, flexible, sustainable, and cost-effective public school facilities. The MSBA is looking for exceptional candidates to contribute to building a stellar MSBA team. Our goal is to attract and retain exceptionally talented employees to join our agency.

Position Summary:

Provide proactive administrative and project support for the Director of Capital Planning as well as the other Directors and supporting the overall project work of the Capital Planning department. Support the Capital Planning Department with administrative needs as assigned by the Director.

Essential Functions:

• Manage the Director’s schedule; organize reoccurring meetings and respond to meeting requests

• Organize departmental meetings including OPM, roundtables, DSP and FAS including set-up and clean-up of meeting room, attendee lists, nameplates, copies and all other meeting needs.

• Support the administration of OPM Review Panel, DSP and FAS meetings.

• Support the commissioning process, including invoices and regular reporting, project report storage, procurements and commissioning email address.

• Support the contract entry process for OPM, Designer and Construction contracts using the individual databases and project management system.

• Assist in the collection and entry of data missing from the Project Management System.

• Support the set-up of site visits for senior studies, ARP, model school, Construction Administration and other site visits as required.

• Schedule new employee training sessions twice a year and track completion of training for all new employees.

• Maintain running list of requests by the Director and proactively provide reminders as appropriate for actions and deadlines required

• Support the Director and the Capital Planning Department team by performing assigned general clerical duties including, but not limited to, filing, preparing and editing documents, photocopying, scanning and emailing

• Enter calls or meeting references/notes into the project management system

• Assist in administering personnel tasks including timesheet reminders, tracking vacation, flex time, professional development forms, tuition assistance and other personnel requests, and assisting with scheduling new employee discussions and performance review meetings

• Receive and log all departmental correspondence, by mail or email, maintain and publish departmental correspondence log and distribute to the appropriate staff members as appropriate

• Assist in the tracking for the review of outgoing letters ensuring timely responses and assist the Director of Program Management, Director of Project Management, Director of Project Controls and Director of Capital Planning in responding to Freedom of Information Act (FOIA) requests

• Organize departmental staff meetings, assisting assigned chairs as needed and ensuring agendas are set one week prior to meeting.

• Administer the invoicing for Capital Planning consultant invoices including technical support, commissioning invoicing and other administrative duties associated with supporting ongoing contracts.

• Assist with large mailings and Statement of Interest documents

• Provide communication logs and assist in scheduling and monitoring document storage process

• Relieve the Receptionist on a rotating schedule with other assigned staff members

• Creates and maintains inventory of records of archived and offsite documentation

• Processes incoming and outgoing documents for data entry, scanning, filing, distributions and archiving

• Perform other duties as assigned


Required Education, Skills, and Experience (unless otherwise noted)

• Associates Degree. College degree preferred.

• Minimum two plus years related office-based administrative work experience ; including calendar management experience

• Strong computer skills, including Microsoft Word, Excel, Outlook, Access, Power Point, and Internet search engines

• Excellent verbal and written communication skills, including telephone skills

• Professional interpersonal style; ability to interact and build with a diverse range of people

• Superb proactive organizational skills

• Ability to work on several different, unrelated tasks at the same time

• Ability to work under the pressure of tight deadlines

• Comfort level with ‘managing up’ regarding scheduling and other pertinent areas

• Ability to make decisions about how to prioritize and organize own work

• Ability to be reliable and punctual

• Exhibit a ‘can-do’ attitude and flexible work style approach

• Ability and willingness to proactively research and/or solve issues

• Patience and flexibility to meet demands of a constantly changing schedule

• Ability to maintain confidentiality at every level

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