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CMAA - Southern California Chapter

California State University, Office of The Chancellor - Assistant Construction Programs Administrator

  • 03/20/2023 9:11 AM
    Message # 13138256
    Administrator (Administrator)

    California State University, Office of The Chancellor

    Job Title

    Assistant Construction Programs Administrator

    Job Location

    California State University, Office of The Chancellor

    Job Status Full-Time
    Job Description / Primary Objective Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Assistant Construction Programs Administrator. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.
    Requirements (Education, Certifications, Level of Experience) Position Information

    The California State University, Office of the Chancellor, is seeking an Assistant Construction Programs Administrator to assist in the administration of Trustees’ policy and procedures as it relates to construction management of capital outlay projects in the administration systemwide programs such as prequalification of prospective bidders, delegation, and construction insurance. This position will also provide administrative support to construction management staff for tasks related to contract processing, procurement, and other administrative duties as assigned.


    Under the general direction of the Principal Construction Program Manager, the Assistant Construction Programs Administrator will:

    -Process prequalification applications under the supervision of the Construction Programs Administrator and update the prequalification database accordingly, during periods of high demand and as needed.

    -Respond to phone and email inquiries from contractors and subcontractors regarding bids, payment requests, and dispute issues, from attorneys and various agencies requesting General Contractor bonding information, from contractors regarding prequalification information, from various agencies requesting certified payroll records, from General Contractor and Architect on various aspects of the contract.

    -Assist in the administration, analysis, database management, and reporting of the OCIP and BRIP construction insurance programs.

    -Assist in the monitoring, collection, and reporting of campus project advertisements and awards to create and maintain project records in MetaBIM and PMWeb.

    -Coordinate and track funding for agreements, amendments, and change orders.

    -Coordinate the routing, approval, and execution of agreements, amendments, and change orders.

    -Interface with campus personnel from the following offices: Executive Facility Officer, Construction/Project Managers, Procurement Officers, Building Coordinator, Physical Plant and Energy Coordinators regarding all aspects of contracts.

    -Respond to daily inquiries via phone and email from campus construction, facilities, and procurement staff.

    -Prepare packages for the following phases of a contract: Approval to Advertise for Bids (including uploading the ad to online platforms such as Planet Bids and the California Contracts Register), Front End Documents, Pre-Bid Meeting, Bid Documents, Pre-Bid Job Walk, Bid Opening, Over Budget Bid, Within Budget Bid, Approval to Award Contract, Contract Preparation, Contract Award, Pre-Construction Meeting, Notice to Proceed, Set up Filing System, Document Tracking, Substitution of Subcontractors, Escrow Agreements, Stop Notices and Releases, Notice of Completion. Each phase has specific required documentation.

    -Administer and assist with CM webinars, webcasts, and other training. Provide training to campus and CPDC staff, and temporary help as needed.

    -Access the financial and capital project management systems, input and analyze data and provide unit and system financial reports with expense back-up, as well as other reports required for capital projects, labor compliance and department budget.

    -Process requesters access to the CM SharePoint sites.

    -Draft and distribute technical memos and bulletins.

    -Process and track payment of invoices for agreements managed by the unit.

    -Coordinate campus user access and issue resolution for the project management system (PM Web). Enter project information and generate reports for Construction Services.

    -Attend meetings/training sessions to keep abreast of the latest updates.

    -Assist with the preparation for the annual certification review board meeting(s), management plans, delegation of authorities, and training data.

    -Process travel requests, travel expense claims and review for accuracy as needed.

    -Arrange and coordinate meetings for the unit and managers and manage the unit’s calendar in Outlook as needed.

    -Work on site at Chancellor’s Office at least (1) one day a week to check mail and route to campuses.

    -Provide support to the Construction Services sub-unit Office of Fire Safety as needed.

    -Other duties as assigned.


    -Bachelor's degree in a related field and 3 years of related job experience OR equivalent combination of education and related experience.

    -Proficient in the use of MS Office suite including Word, Excel, and PowerPoint.

    -Strong written and verbal communication skills.

    -General construction industry experience, including administration of construction contracts.

    Preferred Qualifications

    -Ability to coordinate many different construction management support tasks, determine relative importance of each, set deadlines, prioritize and complete projects accordingly.

    -Ability to learn, independently interpret and apply a variety of complex academic and organizational policies and procedures; ability to independently identify appropriate applications of a wide variety of complex written policies and procedures in circumstances not clearly described by available guidelines.

    -Ability to review processes and identify deviations from applicable policies or procedures.

    -Ability to learn the operations of a department as they relate to the academic environment.

    -Ability to establish and maintain cooperative working relationships with coworkers and others.

    -Ability to apply judgment, discretion and initiative in performing with minimal supervision complex work in a variety of subjects, programs or projects.

    -Ability to establish format and special relationship of correspondence, charts and statistical tables where required.

    -Ability to independently initiate, draft, and prepare clear and concise cover memoranda in final form and correspondence requiring selection of materials and references from a variety of sources.

    -Ability to keep complex records and files; ability to screen mail, telephone calls and greet visitors.

    -Proficient in the use of Smartsheet, Bluebeam, Microsoft Project, construction management software, and other industry related software tools.
    Link to Job / Firm Website
    Contact Information for Applicant

    Jeremy Gomoljak 562-400-8210

    Last modified: 03/21/2023 10:35 AM | Christine Dao (Administrator)

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