Senior Administrative Assistant (Planning, Design, & Construction)

The Senior Administrative Assistant (Planning, Design, & Construction) provides high-level
administrative and operational support to senior leadership within Facilities & Operations, specifically to the Planning, Design and Construction unit. With general supervision from the Director of Planning, Design & Construction, this position manages complex schedules, coordinates key projects, and handles confidential information with discretion. Acting as a central point of contact, the Senior Administrative Assistant ensures the smooth and efficient functioning of the office by proactively managing administrative needs, overseeing procurement and facilities coordination, and implementing process improvements.

This role requires significant initiative, independent judgment, and the ability to anticipate and resolve administrative challenges to support the achievement of departmental goals. The Senior Administrative Assistant works closely with contracted architects, interior designers, project managers, as well as leadership within the PDC team, which currently includes a Director and three Project Managers, with future growth anticipated to include an Architect and additional positions and programs.

Duties / Responsibilities:

Financial & Procurement Administration Duties:
Invoice and Payment Processing
• Process and reconcile all invoices from suppliers and contractors, whether received electronically, in physical format, or through department email, invoicesppb@uah.edu.
• Review invoices for accuracy, ensuring they contain essential details such as invoice number, issue date, due date, payment terms, and total amount.
• Verify invoices against purchase orders, ensuring that F&O internal approval processes are completed before payment.
• Interact with vendors as needed to resolve billing issues.

Procurement and Records Management
• Submit purchase order requests for the PDC unit, ensuring accuracy, compliance, and timely invoice payment.
• Track expenditures in financial software (F&O and Banner) and perform regular encumbrance and budget queries.
• Request & submit invoices to complete purchase orders or request that purchase orders be closed & funds released, if appropriate.
• Oversee and initiate timely processing of the unit’s monthly transactions into F&O financial software. Reconcile with Banner and complete budget adjustments and transfers as needed.
• Perform end-of-year closeout processes.

Administrative Contracted Services Support
• Assist the Administrative Project Manager with payment of invoices related to PDC contracted services, ensuring that F&O internal approval processes are completed prior to paying any invoices.
• Manage monthly summary bills and field communications to other departments as needed.
• Assist with other procurement and administrative duties as assigned.
• Utilize project management software to track all project-related contract documents received, reviewed, & executed (contracts, amendments, change orders, submittals, permit applications, closeout documents, etc.).
• Prepare contracts for professional services and supporting documents or amendments to existing contracts using guidelines of the Procurement Services Policies and Procedures Manual (11/2016), Section VI.
• Assist with reviewing, routing, & processing construction contracts, architect agreements, construction pay requests, & change orders. Monitor the progress of contract documents & project funding approval forms as they are routed for signature. Distribute executed documents to the appropriate parties.

PDC Project Management Support:
• Utilize project management software to maintain electronic project files for quick reference & review by project managers, architects, director, and Chief Facilities Officer (CFO).
• Prepare, proofread, and distribute professional correspondence, reports, presentations, and other documents, ensuring accuracy and adherence to University standards.
• Communicate & coordinate with university user groups and vendors, including contractors, architects, & engineers.
• Submit applications for Sales Tax Exemption of each construction project to the State of Alabama Department of Revenue once contracts have been received & Letter of Intent is issued.
Secure certificates once received & return them to the state upon completion of the project. Request an extension if necessary.
• Scan and file completed projects in accordance with the state retention records policy in preparation for the annual state audit.
• Report to funding agencies as required for any grants.
• Serve as primary point of contact for internal and external inquiries related to PDC projects, solving problems or directing questions to appropriate personnel.