Project Assistant - Planning & Environmental Affairs

Welcome to San Diego International Airport, where our core purpose is to create an exceptional experience for both our community and visitors from around the world. It extends beyond just flights; we embody the vibrant spirit of San Diego itself—sunny, welcoming, and full of life. We are committed to attracting, fostering, and empowering a team of talented individuals who can deliver our strategic goals.

Here, you’ll find a workplace culture that thrives on diversity and is anchored in our collective mindsets: collaboration, empathy, inclusivity, thoughtful decision-making, active listening, and always believing the best in people. If you are ready to contribute to a team that values meaningful impact and enjoys the journey along the way, we invite you to apply today and help us connect our community to the world.

Why You'll Love Working at SAN:

• Location:  The new Airport Authority Administration building, located on the San Diego International Airport campus and near the waterfront, provides stunning views of our runway, San Diego Bay, the Pacific Ocean, and the city skyline.
• Hybrid Work Schedule: We offer a flexible telecommuting schedule, with the opportunity to work remotely.
• Salary: The hiring salary for the Project Assistant is starting at $29.29 an hour. The full pay range for the Project Assistant is $52,076 to $83,321 annually.
• Benefits: You will enjoy 14 paid holidays, 18 – 33 days of vacation (PTO), annual employer funded Lifestyle Spending Account which you can use to invest in your personal development and growth activities, parental and childcare benefits, salary continuance for family & parental leave, tuition reimbursement, ensure your future with our retirement plan options including our comprehensive pension plan, 457 defined contribution plan, and more!
• Wellness: Take advantage of multiple on-site gyms with regular fitness classes, outdoor working areas, fitness discounts for all levels and goals, monthly fruit deliveries, rewards for volunteer time, financial wellness advisors, and a campus with easy access to some of San Diego's best walking trails.
• Application Deadline: September 30, 2024, applications will be reviewed after this date.

About the Job:

The Planning and Environmental department is looking for a skilled and knowledgeable Project Assistant with a strong attention to detail to provide excellent administrative support.

The ideal candidate will have strong organizational and multitasking skills with a proven ability to work with diverse groups. They will have a keen eye for detail and will have a solid understanding of processing contractual requests.

What You’ll Do:

· Collaborates with a cross-function team and provides administrative support processing invoices, tracking, preparing invoice packages, and accounts reconciliation. Reviews invoices to ensure for compliance with contract provisions and budget; processes contract payment; updates accrual log; makes arithmetic or statistical calculations. Assist in planning and executing project lifecycle including development of scope of work, cost estimates, bid packages, schedules, timelines and closeout processes; drafts contract specifications and change orders; ensures accuracy of materials, documentation and flow of information.

· Proofreads and checks typed and other materials for accuracy, completeness and compliance with Authority and department standards, policies and procedures; ensures materials, reports and documents for signature are accurate and maintains and enters a variety of data in databases and spreadsheets; routes documents for signature.

· Tracks all incoming and outgoing documents; processes, routes and tracks project submittals, requests for information, bulletins, and other documents for signature; inputs and updates punch list items; coordinates with document control for bid advertisement and; assists with the preparation and processing of project closeouts.

· Manages the departments records. Oversees the systematic organization, storage, physical and digital, and retrieval of records according to organization policy. Prepares, prints and distributes staff reports, checklists and related information. Prepares technical worksheets and tables; establishes, manages, maintains and updates project databases, logs, indexes and files; files documents; researches and assembles information from a variety of sources for the preparation of records and reports.

· Assists project staff by preparing and/or typing memoranda, correspondence, and other technical documents using word processing, spreadsheet or database software. Generates reports and develops materials for meetings; stamps and routes drawings; interacts with consultants, contractors and outside agencies to ensure compliance with Authority and construction standards; acts as liaison between staff and other departments; schedules, coordinates, confirms, and attends design meetings as well as pre-bid conferences, bid openings, pre-construction, safety, and construction progress meetings; prepares and distributes meeting announcements; sign-in sheets; takes and transcribes meeting notes.

· Prepares travel and training requests; coordinates travel arrangement. Attends to a variety of office administrative details; submits requests for repairs as needed. Serves on special Authority and department committees and task forces and is called to facilitate the department committees; reviews and guides others through the process for ensuring compliance with contract specifications, and other duties as assigned.

The Skills We Are Looking For:

1. Time Management – Prioritize assignments deadlines and balance multiple priorities and complete assignments within expected time. Identifies and implements available tools, techniques, and behaviors necessary to support change efforts that require the adoption and realization of change to achieve business outcomes and initiatives on time; adapts to evolving situations and effectively addresses resistances and concerns.

2. Project Management – Accurately assesses project scope, budget, and timeline by determining required process steps and resources needed to achieve defined outcomes and objectives; monitors and verifies task completion and resolves coordination issues to assure efficient, timely completion. Practices strong organizational attention to detail.

3. Relationship & Interpersonal Skills – Cultivates interpersonal rapport and trust, both up and down, by exhibiting consistency and reliability; demonstrated awareness of others’ needs, listens for issues or conflicts and coaches’ others to relevant and meaningful solutions.

4. Influence – Communicates and writes proficiently to gain others’ support for ideas, proposals, projects, and solutions; articulates clear rationale in discussion of the benefits and drawbacks of various options, is assertive while exhibiting flexibility. 

5. Integrity - Exercises diplomacy and discretion in dealing with highly sensitive, complex, and confidential issues and situations.

6. Leveraging Technology - Effectively uses and generates information electronically integrates technology solutions and systems.

Requirements

The Experience You Need to Have**:

· Graduation from high school or G.E.D. equivalent.

· Five years of increasingly responsible technical or administrative support experience.

· Or an equivalent combination of training and experience.

· Maintain a valid driver’s license and the ability to maintain insurability under the Authority’s vehicle insurance policy.

Preferred Education, Certification, and Licenses:

· Associate degree in business administration, organizational development, or a closely related field.

· Microsoft 365 Certified, Project Management Professional (PMP), Certified Associate in Project Management (CAPM)

**Lacking some of the skills or experiences we've listed? No worries! Here at the San Diego International Airport, we're on a mission to cultivate a workforce as dynamic and diverse as the community we serve. While certain roles may require specific qualifications, we understand that talent comes in many forms. Some of our positions may not require specific degrees, and we're always open to individuals who bring a willingness to learn and a commitment to excellence. If you think this could be you, we encourage you to apply, and even if this position isn't the right role for you, we will add you to our database to consider for other opportunities in the future that align with your unique knowledge and skills. There's a chance we have the perfect spot for you to land!

EEO Statement

It is the policy of the San Diego County Regional Airport Authority to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, SDCRAA will provide reasonable accommodations for qualified individuals with disabilities.

Physical & Mental Demands

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation. If you need any form of accommodation during the recruitment process, please inform the Talent Acquisition Partner (Recruiter).

Under California Government Code Sections 3100 - 3109, public employees are designated disaster service workers. The term "public employees" includes all persons employed by the state or any county, city, state agency, or public district. Disaster service workers are required to participate in such disaster service activities as they may be assigned to them by their employer or law.