Administrative Assistant - Construction
The Johns Hopkins Applied Physics Laboratory (Baltimore, Maryland)

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Description: Responsible for analyzing, assembling, tracking, and managing a Plant Facilities Work Requests (PFWR) from inception to close-out. Coordinates the ordering of materials, subcontracts, and work activities performed by other departments at the Laboratory. Works closely with TPC Customers, Design, Construction leadership staff, and Customer Service Center to develop optimum schedule, monitor progress of multiple projects, recommend necessary revisions, and coordinate process with all parties involved. PFWR coordination: Assists the PFWR Administrator, designers, and construction supervisors to coordinate the ordering of materials, subcontracts, and work activities performed by other units at the Laboratory. Identifies required milestones, tracks progress, anticipates scheduling conflicts that can delay completion of work, and proactively recommends ways to streamline process. Tracks, reports on, and updates systems to include Maximo and MS Project with each departments PFWR priorities in order to expedite smooth project completion. Keeps projects on schedule by closely monitoring all decision points. PFWR initiation: Examines incoming requests, analyses all components, and delineates work into appropriate next steps. When necessary, contacts appropriate staff to fully define the work requirements. Develops, tests, and updates PFWR electronic form, Crystal reports, and Maximo functions. PFWR package assembly: Assembles all of the necessary design documents for a complete PF package used for review and approvals. Analyzes all requirements and ensures that package meets necessary specifications. Troubleshoots any issues with the package. Tracks approval signatures and routes package as required. Close-out process: Performs close-out process and assembles final package at project completion. Reviews final charges from multiple service providers including in-house and outsourced providers. Validates TPC recovery thru Chargeback process. Assembles final close out package, updates system databases as needed, and provides final receipt. Advises appropriate staff of adjustments required and verifies accuracy. Communications: Via written, verbal, and with the use of project management tools, communicate work order status, schedule status, and financials to TPO and APL customers at all levels. Train TSD staff and the representatives from other departments to use project status and financial tracking resources. Resolve any issues reported by the other departments. Qualifications: Required:

Associate's degree or equivalent experience. At least five years of progressive experience in construction-related administration management with various project complexities; where independent judgment, progress tracking, and reporting was required. Ability to independently plan, problem solve, and determine appropriate solutions in a construction project environment. Ability to work independently as well as within a team environment with minimal supervision. Ability to understand the processes involved in all phases of a project from design to completion, while determining and implementing the most efficient work flow. Highly proficient in using Windows-based PC workstations and all standard office applications. Comprehensive knowledge of software applications including Microsoft Office, i.e., Word, Excel, Project, Power Point, Outlook. Excellent problem-solving, interpersonal, organizational, and communication skills, with the ability to communicate effectively with all levels of staff. Self directed, highly motivated and customer service oriented. Must be able to perform in a multi-task environment and manage multiple projects effectively.



Desired:

Working knowledge of Laboratory functions related to business applications, property management systems, health and environmental safety, security policies, and IT-related services. Knowledge of the Laboratory's programs, policies, practices, and procedures. Proficient in the use of procurement and related business systems including, but not limited to, APS, Data Warehouse, and Crystal reports. Thorough knowledge of the Technical Service Department's design and renovation services including the use of Maximo. Salary/Benefits: Salary commensurate with experience APL offers a comprehensive benefits package including a liberal vacation plan, a matching retirement program, significant educational assistance, a scholarship tuition program for staff with dependents, and competitive salaries commensurate with skills and experience. For more information about our organization, please visit our web site at www.jhuapl.edu. Job Location: Laurel, MD Job Number: 110575 Company URL: http://www.jhuapl.edu/ Company Profile: The Johns Hopkins Applied Physics Laboratory (APL) is a national leader in scientific research and development, located midway between Baltimore and Washington, DC.



Johns Hopkins University Applied Physics Laboratory is an equal opportunity/affirmative action employer that complies with Title IX of the Education Amendments Act of 1972, as well as other applicable laws, and values diversity in its workforce.



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