Capital Project Assistant

Overview

As a Project Assistant, you will work under the guidance of the Director of Capital Development, providing support for projects and programs.  Your responsibilities include assisting division and project managers in various project stages such as concept definition, procurement, implementation, communication, and project closeout.  You may also take ownership of one or more elements of larger projects.

Essential Duties

Budget and Financial Team Lead

• Prepare the annual budget for Regional Programs & Projects.
• Create requisitions in PeopleSoft as needed.
• Receive, review, and direct invoices through the approval process for payment.
• Maintain electronic files and track invoices against the budget.

Communication and Outreach Program Lead

• Create and participate in the creation of communication plans and informational matrices. 
• Monitor and maintain project specific email inboxes.
• Compile, maintain, and distribute prepared responses to project specific inquiries.
• Maintain an electronic file of project related communication resources.
• Interface with designated departments and consultants to coordinate communication efforts.

Program Support

• Respond to requests and questions from internal and external partners as needed.
• Create or participate in the creation of program related documents and reports.
• Participate in program related event planning.
• Participate in all phases of project planning and Implementation.
• Participate in meetings and field visits when appropriate.

Project and Program Documentation and Follow-Up

• Create and maintain tracking of program action items, following up regularly to ensure project progress.
• Support the creation of project schedules and monitor progress.
• Assist with documenting the receiving and quality checking of new BRT inventory.

Support program managers in research and development

• Coordinate with internal and external partners to determine the feasibility of certain technology, mechanical, or other improvements for the BRT program.
• Participate in meetings and field visits when appropriate.

Department Support

• Cross train on critical tasks to support department Project Assistants and Admins.
• Collaborate with department Project Assistants and Admins to document and improve shared processes.

Process Development and Improvement

• Solicit and identify process pain points to address through process improvements.
• Conduct team exercises and one-on-one meetings to understand existing processes.
• Work with team members to implement improvements to processes.
• Document team and department processes as needed.

Perform other duties of a similar nature or level.

Requirements

Minimum Qualifications

• Highschool diploma/GED
• Experience in Microsoft Office
• Understand general administrative fundamentals

We offer comprehensive training, and the resources needed to help you grow in this role.

 

Knowledge Requirements

• Detailed knowledge of Microsoft Word, Excel, and scheduling software. 
• Familiarity with email systems.
• Understanding of project management techniques, scheduling, and project cost accounting.
• Experience with scheduling programs such as MS Project

Skill Requirements

• Fostering an inclusive workplace by valuing and leveraging diversity, equity, and inclusion to uphold Community Transit’s Core Values and achieve the organization’s vision and mission.  Inspiring and fostering team commitment, pride, and trust.  Facilitating cooperation and motivating team members to accomplish group goals while treating others with courtesy, sensitivity, and respect.
• Effectively managing time and project schedules, including coordinating meetings, assigned actions and due dates.
• Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions.
• Proficient in MS Office for record-keeping, report generation, and documentation.
• Working effectively both independently and as part of a team, at times with limited supervision.
• Remaining focused on results, following up and completing tasks.
• Using emotional intelligence to navigate complex and challenging group dynamics.
• Able to establish and maintain effective working relationships with various stakeholders.
• Able to meet deadlines consistently.

Preferred Knowledge and Skills

• Exposure to project management