Job Opportunities

SAN DIEGO, CA

The USS Midway Museum has an opening for a Project Administrator to provide high-level administrative and project management support to properly execute the duties and tasks related to construction, maintenance, and restoration projects.

Position Summary:

Reporting to the Chief Engineer with direction from the Facilities Manager/Capital Projects Manager, the Project Administrator is responsible for assisting department and project management with planning and coordinating activities and will provide information management support and document control.

Summary of Responsibilities:

• Drives the distribution, tracking and execution of project budget, subcontracts, change orders, and purchase orders.
• Communicates in a timely and professional manner with Managers on discrepancies or when input is needed.
• Responsible for administrative functions such as word processing for correspondence and project paperwork and preparation of formal presentations in PowerPoint. Preparation and distribution of digital and printed materials for meetings.
• Coordinates and attends weekly production meetings and project kick off meetings. Takes minutes and distributes minutes and updates milestone reports. Reviews project requirements and prepares internal questions / other items for discussion / clarification in meetings.
• Coordinates administrative review/authorizations on documents between CHENG, ACE/FM and Capital Project Manager requiring 3 party engineering review.
• Coordinates information/updates across engineering supervisors on critical information for weekly Monday and Wednesday maintenance/supervisor meetings.
• Maintains digital and physical project files and performs project file archival.
• Maintains detailed paper and electronic filing systems, including subcontracts, PO’s, contact lists, contract logs, drawing lists, etc.
• Coordinates visitations, escorts, and access to off-ship organizations (contractors, SD Fire, Navy engineers/scientists, etc.) in support of engineering projects.
• Supports project and accounting efforts through the processing of subcontractor/supplier invoices ensuring timely and accurate payments in accordance with project budget.
• Performs data entry and document management in Microsoft Project and various project management spreadsheets, etc.
• Coordinates TEAMS and teleconference calendars.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

EDUCATION/EXPERIENCE

• High School Diploma. Associate or bachelor’s degree, preferred.
• Three years of experience working in an administrative role, preferably in a construction/engineering support role.

KNOWLEDGE, SKILLS/ABILITIES:

• Knowledge of construction/engineering industry and terms commonly utilized.
• Proficiency in internet applications and MS Office Software (Outlook, Excel, Power Point, Word). Familiarity with Microsoft Project
• Effective oral and written communication skills
• Ability to manage multiple, simultaneous, competing priorities with limited direction / oversight.
• Ability to interact effectively with all levels of the organization.
• Self-starter with ability to work in both team and individual environments.
• Takes initiative in ensuring activities are complete and scheduled deadlines are met.
• Excellent follow-up and organizational skills.
• Effective analytical and problem-solving skills.

Pay Range:  $24.00 - $28.00 per hour.  The rate of pay offered will vary depending on job-related knowledge, education, and experience and take into account internal equity.  The Museum is not able to offer compensation outside of this posted range. 

WORKING CONDITIONS:

• Job Conditions/Work Location: Work is performed aboard the USS Midway in former administrative offices restored to basic working conditions.
• Physical Requirements: Sit for long periods of time.  Ability to climb up and down stairs and ladders; to bend, stoop, and lift standard office supplies and small office items.
• Equipment Operated: Computer, printers, radio, telephone, copier, and scanner.