Assistant Project Manager - Administrative Analyst/Specialist Exempt II (514758)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Jun 18, 2022
Full Time Accounting and Finance Administrative Analysis and Research Clerical and Administrative Support Project Management

Job Description


Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4 ,693.00/month to $6,591.00 /month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

The Assistant Project Manager position works within the Planning Design and Construction department of Facilities Development and Operations, which is responsible for providing management services for minor capital projects and providing supporting role in management services for major capital projects of University. Under the general supervision of the Director of Planning Design and Construction, the incumbent is responsible for working closely with project managers and provide management services in planning, design and construction management of minor capital projects. The incumbent is expected to work independently with minimal supervision when managing minor capital design and construction projects. Duties include but not limited to managing contractors and consultants, coordinating with campus constituents, scheduling and forecasting of workloads and assignments and tracking and evaluation of metrics related to projects. The incumbent develops and provides reports and analysis of work activities and oversees the processes of project related communications with campus community including clients, colleges and departments, union trades, and facilities management staff.


Project Management during planning, design and construction of minor capital projects
  • Serve as the primary contact for all parties involved in the project.
  • Perform duties include coordinating work with design and construction professionals, monitoring and controlling project scope, budget, schedule and quality.
  • Resolve problems that arise in the project.
  • Review design documents thoroughly and coordinate work with design and construction professionals and permitting agencies.
  • Manage planning and design activities, including the day-to-day interface with project architect / engineer, user groups(s), campus administration, and local, state or federal agencies (as applicable).
  • Review design and construction documents thoroughly and be able to understand the complete project scope.
  • Assist in the preparation of materials for submission to the Chancellor's Office as well as senior level campus administrators.
  • Perform the day to day project management activities during construction, ensure the project is on schedule, within scope, on budget, of high quality, and cost effective. This involves all elements of project management through project closeout, equipment procurement and installation, move management, post construction warranty, review and authorization of payment request, change orders and the final close out of the project.

Supporting role in project management during planning, design and construction of major capital projects
  • Support project manager on cost estimating and scheduling of projects. Collaborate with necessary parties in the development of baseline costs, schedule for project.
  • Develop detailed scope of work and conceptual time line, and maintain project and program schedules.
  • Monitor, review and analyze the schedule during all phases of work and status of construction, including the analysis of any schedule deviations and corrective actions.
  • Follow-up at the end of a project to close any loops and complete project folder close out.
  • Support project manager by working with furniture and equipment vendors on selection, procurement and implementation.

  • Coordinate all project related communications with campus community including clients, colleges and departments, union trades, and facilities management staff.
  • Use various reporting tools such as Smartsheet and provide reports relating to projects.
  • Track and forecast department project workloads and update the department.

  • Attend training and maintain current skills as appropriate to safely and effectively complete assignments.
  • Assist in implementation of technology solutions.
  • Assist other FD&O staff with project-related and department/division operational matters.

  • Perform other job-related duties and special projects as assigned.

Required Qualifications
  • A valid California Driver's License.
  • Knowledge and familiarity with mechanical, electrical and plumbing system and other facilities related system.
  • Knowledge and familiarity with technical specifications, architectural/engineering, design and construction documents.
  • Capability to work with customers to define and develop project scope, cost estimate, schedule and manage project budgets.
  • General knowledge of the building codes and trades is desired to enable the incumbent to write complete and concise specifications to accompany plans for contract jobs. A general knowledge of State contract procedures is desired.
  • General knowledge of budgeting procedures including an understanding of price changes due to inflation and other economic factors.
  • Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
  • Written, verbal, and interpersonal communication skills, including negotiation skills.
  • Ability to work effectively with all levels of University personnel as well as off-campus professional agencies.
  • Excellent organizational and time management strategies with the ability to set own priorities to coordinate multiple assignments and meet fluctuating and time-sensitive deadlines.
  • Ability to effectively listen and understand sensitivity and awareness in relating to individuals of diverse backgrounds,
  • Work with trust and respect, and ability to manage conflict constructively.
  • Ability to anticipate conditions/plan ahead; ability to establish priorities and meet deadlines.
  • Willingness to take on new projects/methods, willingness to support organizational goals, flexibility in response to changing circumstances.
  • Some duties may require working after normal business, including weekends to meet the project schedule requirements.
  • Some off-site travels to attend meetings, conferences and training programs.

Minimum Qualifications

Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Skills and Knowledge
  • A Bachelor's degree in Engineering, Architecture or Construction Management and/or a Master's degree in Engineering, Architecture or Construction Management.
  • Three years of progressive experience in the field of design, construction, or facilities management.
  • Demonstrated knowledge and experience in managing capital projects design, construction or facilities management.
  • Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
  • Experience using a computerized Project Management System.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at:


Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat. com/policy/9779821/latest/ and questions may be sent to

Closing Date/Time: Open until filled

Remote-eligible (Remote work is a type of flexible working arrangement that allows an employee to work from remote location)


Job Address

Hayward, California 94542 United States View Map