Construction Administrative Assistant - Abacus Service Corporation
Los Angeles, CA 90033
About the Job
Description:
Assignment Information
" Medical Enterprise:
Department: SYSTEM CONSTR & SPACE
" Cost Center:1726 -8471
" PCC/RMG #: TBD
" USC Address where the work is being performed? 1500 San Pablo ST. LA
" Will this position be virtual/remote, onsite, hybrid? 100 % ON-SITE
" Job Title: Construction Administrative Assistant
" Target start date: 7/22/2024
" Duration of Assignment: 13 weeks , with a possible extension
" Work hours: 8-5
" Dress code: Business Casual
" Parking/Cost: https://transnet.usc.edu/index.php/parking-rates/
" Interview Process: (phone/video/in person etc.) Teams/ Video - 3-4 step interview process.
**Must-Haves:**
- Procore experience and strong understanding of construction.
- Strong skills in Excel and Outlook.
- Project coordination experience.
- Ability to review submittals, RFIs, and drawing sets on larger projects.
- Experience in the U.S.
- U.S. citizenship required.
- Clean-cut appearance.
Required Experience and Education:
- Bachelor's degree preferred
- High School Diploma required
Nice to Have:
Inpatient Hospital/Hcai/OSHPD1 Experience is not required. This role only does OSHPD3 projects and it's all Ambulatory/Outpatient so that experience would be nice, but is not required.
What is the required levels experience, education?
Bachelor's degree preferred
HS Diploma MUST HAVE
***USC plans for this job seeker to oversee smaller ambulatory projects such as paint and flooring replacements, working alongside the hiring manager. They will also review submittals, RFIs, and drawing sets for larger projects. We're looking for someone eager to learn and grow!
Please pay close attention to grammatical errors, particularly verb tense and resume formatting.
Job Description:
Provides support over a wide range of office tasks to the Construction Project Management Team and assumes responsibility without direct supervision. Utilizes strong verbal and written communication skills, accomplishes and manages multiple tasks and conflicting priorities in a timely manner. Coordinates special project activities as assigned.
Daily Administrative Tasks:
Associated with general administrative and clerical duties.
Involves coordinating and scheduling meetings, activities, and programs.
Maintains calendars and schedules.
Takes general and administrative meeting minutes when required.
Visitor and Inquiry Handling:
Welcomes all visitors in a friendly and pleasant manner.
Provides escorts for individuals as needed.
Addresses inquiries, both by phone and in person, including complex questions requiring follow-up.
Exercises discretion in releasing information.
Conveys messages to the appropriate individuals in case of an employee's absence or unavailability.
Document and Project Management:
Assists with documents and sets up meetings for the team.
Communicates with consultants, contractors, and maintains project files.
Ensures that directories, references, and other records are up to date.
Collects and tracks project documentation as requested.
Assists in the production of letters, memos, and correspondence for agreements, forms, purchase requisitions, project documents, and other business typing.
Expense Tracking and Filing:
Keeps track of and performs data entry for project-related administrative expenses on spreadsheets.
Tracks documents, invoices, logs, and scans other construction documents.
Maintains a filing system for all documents and records for the Construction Project Management Team.
Assists with document reproduction as requested and distributes to the project team.
Report Compilation and Support:
Organizes and prioritizes daily workload to meet deadlines.
Deals with variations in the Project team's needs.
Compiles, edits, and publishes administrative and project-related reports as requested.
Office Equipment and Maintenance:
Provides support to the entire Project Management team.
Assists in maintaining office equipment and offers light IT troubleshooting.
Logs and distributes mail, coordinates courier services.
Handles office maintenance requests, office moves, key requests, and purchases required for project progress.
Construction Safety and Security:
Oversees the construction safety training database.
Collaborates with the Security Department for contractor credentialing and badging.
Interdepartmental Collaboration:
Collaborates daily with the Project Management Team, Facilities, Information Systems, and other Support Services Staff.
Aims to support and align initiatives and project goals.
Special Project Coordination:
Coordinates special projects as assigned.
Gathers available statistical data and presents findings to appropriate personnel.
Medical Enterprise - Non-Clinical Onboarding:
Must complete all onboarding requirements prior to the start date, with no exceptions.
USC Medical Enterprise Customer Requirement: Fully vaccinated with Covid-23-24 Vaccine. The facility accepts signed personal/religious/medical exemptions approved by EHS.
Exemption form accepted for:
- COVID
- FLU
Religious/medical exemptions are not applicable for MMR, Varicella, and Hepatitis B vaccinations.
Background Requirements:
- Social Security Trace
- Worked and lived found by SSN Trace - 7 year
- County Criminal F&M - 7 year
- Federal Criminal - 7 year
- Widescreen Plus National Criminal Search
- Healthcare Sanctions State
- OIG/SAM
- Application
- Temporary Work Agreement
- Education SEE JD
- Employment 3 Employers Must verify 2 out of 3
- HIPAA
- Harassment and Discrimination
- National Sex Offender Registry
- Influenza for Current Flu Season: Flu Season Vaccine will be required 10/1-4/30
Note: ALL IS BILLABLE TO USC EXCEPT FOR DRUG SCREEN
Bloodwork (Titers):
To show immunity to MMR (Measles, Mumps, and Rubella), Varicella (Chickenpox), & Hepatitis B, or proof of injections (shot records):
- MMR Series of 2
- Varicella Series of 2
- Hepatitis B Series of 3
TB Test/PPD (yearly):
In case of positive TB history, must present chest x-ray results.
Drug Screen:
Must be taken within 72 hours or the offer is rescinded.
Drug Test Panel:
- AMPHETAMINES
- BARBITURATES
- BENZODIAZEPINES
- COCAINE METABOLITE
- OPIATES
- CODEINE
- MORPHINE
- HYDROCODONE
- HYDROMORPHONE
- OXYCODONE
- PHENCYCLIDINE
- METHADONE
- PROPOXYPHENE
Assignment Information
" Medical Enterprise:
Department: SYSTEM CONSTR & SPACE
" Cost Center:1726 -8471
" PCC/RMG #: TBD
" USC Address where the work is being performed? 1500 San Pablo ST. LA
" Will this position be virtual/remote, onsite, hybrid? 100 % ON-SITE
" Job Title: Construction Administrative Assistant
" Target start date: 7/22/2024
" Duration of Assignment: 13 weeks , with a possible extension
" Work hours: 8-5
" Dress code: Business Casual
" Parking/Cost: https://transnet.usc.edu/index.php/parking-rates/
" Interview Process: (phone/video/in person etc.) Teams/ Video - 3-4 step interview process.
**Must-Haves:**
- Procore experience and strong understanding of construction.
- Strong skills in Excel and Outlook.
- Project coordination experience.
- Ability to review submittals, RFIs, and drawing sets on larger projects.
- Experience in the U.S.
- U.S. citizenship required.
- Clean-cut appearance.
Required Experience and Education:
- Bachelor's degree preferred
- High School Diploma required
Nice to Have:
Inpatient Hospital/Hcai/OSHPD1 Experience is not required. This role only does OSHPD3 projects and it's all Ambulatory/Outpatient so that experience would be nice, but is not required.
What is the required levels experience, education?
Bachelor's degree preferred
HS Diploma MUST HAVE
***USC plans for this job seeker to oversee smaller ambulatory projects such as paint and flooring replacements, working alongside the hiring manager. They will also review submittals, RFIs, and drawing sets for larger projects. We're looking for someone eager to learn and grow!
Please pay close attention to grammatical errors, particularly verb tense and resume formatting.
Job Description:
Provides support over a wide range of office tasks to the Construction Project Management Team and assumes responsibility without direct supervision. Utilizes strong verbal and written communication skills, accomplishes and manages multiple tasks and conflicting priorities in a timely manner. Coordinates special project activities as assigned.
Daily Administrative Tasks:
Associated with general administrative and clerical duties.
Involves coordinating and scheduling meetings, activities, and programs.
Maintains calendars and schedules.
Takes general and administrative meeting minutes when required.
Visitor and Inquiry Handling:
Welcomes all visitors in a friendly and pleasant manner.
Provides escorts for individuals as needed.
Addresses inquiries, both by phone and in person, including complex questions requiring follow-up.
Exercises discretion in releasing information.
Conveys messages to the appropriate individuals in case of an employee's absence or unavailability.
Document and Project Management:
Assists with documents and sets up meetings for the team.
Communicates with consultants, contractors, and maintains project files.
Ensures that directories, references, and other records are up to date.
Collects and tracks project documentation as requested.
Assists in the production of letters, memos, and correspondence for agreements, forms, purchase requisitions, project documents, and other business typing.
Expense Tracking and Filing:
Keeps track of and performs data entry for project-related administrative expenses on spreadsheets.
Tracks documents, invoices, logs, and scans other construction documents.
Maintains a filing system for all documents and records for the Construction Project Management Team.
Assists with document reproduction as requested and distributes to the project team.
Report Compilation and Support:
Organizes and prioritizes daily workload to meet deadlines.
Deals with variations in the Project team's needs.
Compiles, edits, and publishes administrative and project-related reports as requested.
Office Equipment and Maintenance:
Provides support to the entire Project Management team.
Assists in maintaining office equipment and offers light IT troubleshooting.
Logs and distributes mail, coordinates courier services.
Handles office maintenance requests, office moves, key requests, and purchases required for project progress.
Construction Safety and Security:
Oversees the construction safety training database.
Collaborates with the Security Department for contractor credentialing and badging.
Interdepartmental Collaboration:
Collaborates daily with the Project Management Team, Facilities, Information Systems, and other Support Services Staff.
Aims to support and align initiatives and project goals.
Special Project Coordination:
Coordinates special projects as assigned.
Gathers available statistical data and presents findings to appropriate personnel.
Medical Enterprise - Non-Clinical Onboarding:
Must complete all onboarding requirements prior to the start date, with no exceptions.
USC Medical Enterprise Customer Requirement: Fully vaccinated with Covid-23-24 Vaccine. The facility accepts signed personal/religious/medical exemptions approved by EHS.
Exemption form accepted for:
- COVID
- FLU
Religious/medical exemptions are not applicable for MMR, Varicella, and Hepatitis B vaccinations.
Background Requirements:
- Social Security Trace
- Worked and lived found by SSN Trace - 7 year
- County Criminal F&M - 7 year
- Federal Criminal - 7 year
- Widescreen Plus National Criminal Search
- Healthcare Sanctions State
- OIG/SAM
- Application
- Temporary Work Agreement
- Education SEE JD
- Employment 3 Employers Must verify 2 out of 3
- HIPAA
- Harassment and Discrimination
- National Sex Offender Registry
- Influenza for Current Flu Season: Flu Season Vaccine will be required 10/1-4/30
Note: ALL IS BILLABLE TO USC EXCEPT FOR DRUG SCREEN
Bloodwork (Titers):
To show immunity to MMR (Measles, Mumps, and Rubella), Varicella (Chickenpox), & Hepatitis B, or proof of injections (shot records):
- MMR Series of 2
- Varicella Series of 2
- Hepatitis B Series of 3
TB Test/PPD (yearly):
In case of positive TB history, must present chest x-ray results.
Drug Screen:
Must be taken within 72 hours or the offer is rescinded.
Drug Test Panel:
- AMPHETAMINES
- BARBITURATES
- BENZODIAZEPINES
- COCAINE METABOLITE
- OPIATES
- CODEINE
- MORPHINE
- HYDROCODONE
- HYDROMORPHONE
- OXYCODONE
- PHENCYCLIDINE
- METHADONE
- PROPOXYPHENE
|
Construction Administrative Assistant | ||
|---|---|---|---|
|
Professional | ||
|
SEE JD | ||
|
SEE JD | ||
|
No | ||
|
No | ||
|
Yes | ||
|
SEE JD | ||
|
No |
|
No | ||
|---|---|---|---|
|
Onshore Only |
| Hours per Day | 8 |
|---|---|
| Hours per Week | 40 |
| Total Hours | 520.00 |
Source : Abacus Service Corporation