Project Administration Officer - Temporary Up to 10 Months

Department: Office of the AVP Physical Resources
Position covered by the Collective Agreement with USW Local 4120

Temporary full-time from 11/03/2025 to 09/08/2026

Temporary Absence of the Regular Incumbent

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

Reporting to the Manager, Capital Accounting, the Project Administration Officer will provide procurement and administration support for the design and construction of capital projects on campus.

Duties and Responsibilities

• Create documentation such as requests for proposals and contract orders, based on specifications provided by Project Managers
• Prepare tender packages for capital projects and communicate with vendors. This includes the issuance of specifications, drawings, addendums and any other necessary documentation
• Prepare and process all documents necessary for the annual pre-qualification of contractors and consultants for the establishment of Vendor of Record lists, as well as maintaining a Vendor of Record listing with each vendor’s current information and MERX identification
• Support Campus Planning, Design and Development staff with the interpretation and planning of job costing estimates, tenders, and bids
• Creating and issuing project communication documents such as signage, campus bulletins, shutdown notices and notices of work
• Take the lead in the use and customization of Kahua, Physical Resources’ web-based construction project management software
• Maintaining all files, documentation and data accurately stored in Kahua
• Compile information provided from Project Managers to the Manager of Capital Accounting and Director of Campus Planning, Design and Development ahead of the quarterly capital planning committee meetings
• Initiate and coordinate project authorization process including preparing the documents and ensuring receive necessary approvals in a timely matter

Requirements

• A two-year Community College diploma in Construction Engineering Technician program or Business Administration
• Minimum three years related experience in a building construction environment
• Knowledge of contract documents and financial documents in the construction industry and relevant legislation
• Strong organization skills
• Effective oral, written and interpersonal communication skills
• Ability to perform a high volume of work accurately and promptly with attention to detail
• Ability to work well both independently and as a member in a team environment
• Strong computer skills with proficiency with a variety of software including Microsoft Office Suite and databases

What Will Give You The Edge?

• Construction industry experience
• Prior experience with a construction project management software platform

Employee Type: Cover
Position Number: 10808012
Classification: USW, Local 4120 Salary: Band 4
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 10/30/2025
Closing Date: 11/06/2025