Project Specialist (Administrative Analyst/Specialist - Exempt II)

The California State University; Fullerton (CA); On-site; USD 65,000 - 79,000; Full time

Job summary

California State University, Fullerton is seeking a Project Specialist to oversee design and construction projects, coordinating with campus clients and contractors from scope through completion. The role emphasizes strong communication, data analysis, and management of expenditures.

The position requires a Bachelor's degree and four years of related experience, plus proficiency in Microsoft Office and project-related tools.

Qualifications

• Bachelor's degree from an accredited four-year college or university and/or equivalent training and administrative work experience.
• Four years of related experience and ability to apply policy, procedure, and program analysis.
• Strong Excel, Word, PowerPoint, Access and Outlook skills.
• Excellent written and verbal communication; ability to train others and lead work.

Responsibilities

• Oversee contractors for Planning, Design and Construction projects and coordinate scheduling.
• Coordinate meetings with campus clients to discuss scope and details.
• Create scope of work documents and obtain approvals prior to project start.
• Monitor construction progress and manage contract expenditures and invoices.
• Identify hazards and work with EHS and Facilities Management to address them.
• Serve as the main contact for university clients on projects.

Skills

Communication

Organization

Coordination

Problem solving

Education

Bachelor's degree

Advanced degree (Engineering/Architecture/Construction Management)

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Access

Outlook

AutoCAD

Job description

Project Specialist (Administrative Analyst/Specialist - Exempt II)

Job Title

Project Specialist

Classification

Administrative Analyst/Specialist - Exempt II

Auto Req. ID

562597

Salary Range

(Hiring range depending on qualifications, not anticipated to exceed $5,797 - $7,066 per month)

Work Schedule

Monday - Friday, 8:00 AM - 5:00 PM

Why CSUF

California State University, Fullerton (Cal State Fullerton) is a leading public university committed to student success, academic excellence, and inclusive excellence. The university fosters a collaborative environment that supports teaching, research, and service while promoting innovation and professional growth. Cal State Fullerton is both a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander-Serving Institution, and a recipient of the Seal of Excelencia (2021 and 2024) from Excelencia in Education. Joining Cal State Fullerton means becoming part of a community dedicated to advancing student achievement, career success, and economic mobility.

Department

Capital Programs and Facilities Management (CPFM) within the Division of Administration and Finance is committed to planning, developing, and maintaining a safe, sustainable, and high-quality learning and working environment for the campus community. Facilities Management provides oversight of university resources and assets and is responsible for the development of the University’s facilities, including land use planning, capital improvement, project development, construction, as well as facilities operations and maintenance, including custodial services, landscape services, building trade services, mechanical and electrical, and recycling services. We seek an exceptional individual to join our Design and Construction team as the Project Specialist (Administrative Analyst/Specialist - Exempt II). The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to inclusivity, openness, flexibility, integrity, and kindness.

Duties and Responsibilities

Under the supervision of the Director of Planning, Design and Construction, or their designee, the Project Specialist oversees the work of contractors for Planning, Design and Construction projects, including coordination, organization, planning, and scheduling in order to complete work on time, within budget, and to the specified quality. Works with campus clients to arrange meetings and discuss project scope and details. Assists in creating detailed scope of work documents; estimates and obtains approvals prior to the start of projects. Regularly works with the Planning, Design, and Construction team for planning and approvals. Conducts job walks and site reviews with potential contractors and vendors while communicating project details for the purpose of securing bids. Monitors the progress of construction activities, coordinates the accounting of contract expenditures, invoices, encumbrances, and verifies invoices and services rendered to approve for payment. Ability to identify potential hazards (asbestos, lead, chemicals, etc.) associated with proposed projects and works with Environmental Health and Safety and Facilities Management to address hazards. Coordinates a wide range of construction-related activities, including the daily activities for contractors and vendors as they relate to projects, shutdowns of equipment, systems, buildings, and areas, change orders, activities with Environmental Health and Safety, and other departments. Serves as the point of contact for university clients on Planning, Design, and Construction projects. Other duties as assigned.

Essential Qualifications

Bachelor’s degree from an accredited four-year college or university and/or the equivalent training and administrative work experience involving the study, analysis, evaluation, development or improvement of administrative policies, procedures, practices, or programs plus four years of related experience. Working knowledge of and the ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations. Thorough knowledge of the policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty. Working knowledge of operational and fiscal analysis and techniques. Ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Skilled in the research, development, and evaluation of policies and programs. Ability to collect, evaluate, and interpret data to develop sound conclusions and make appropriate recommendations. Expertise in investigating and analyzing problems with broad administrative impact and implications. Ability to anticipate problems, address them proactively, and develop appropriate recommendations leading to solutions. Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form and use consultative and facilitation skills to gain consensus. Ability to train others on new skills and procedures and provide lead work direction. Proficiency in Microsoft Excel, Word, PowerPoint, Access, and Outlook. Ability to communicate clearly and effectively both orally and in writing. Ability to establish and maintain effective and cooperative working relationships with others.

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to complete the background check satisfactorily may affect the continued employment of a current CSU employee who was conditionally offered the position.

Preferred Qualifications

Experience in construction coordination, project coordination, project management, or project supervision. An advanced degree from an accredited four-year college or university in Engineering, Architecture, Construction Management, or a related discipline. Possess advanced computer skills, including proficiency in Microsoft Suite software, project management software, work order systems, and financial and scheduling software. Professional certifications such as Project Management Professional (PMP) or Certified Construction Manager (CCM) are preferred. Proficiency in AutoCAD. Working knowledge of building codes, including fire codes, electrical, plumbing/mechanical codes, ADA regulations, door/window/hardware regulations, asbestos and hazardous materials issues, and fire/life/safety regulations. Ability to work effectively with a broad range of people at different levels in the organization. Excellent customer service skills. Experience and demonstrated knowledge of multiple trades areas, including HVAC, plumbing, carpentry, roofing, roads, controls, painting, concrete, or other related areas. Related inspection certifications.

• An array of health plans that include prescription drug coverage
• Dental and Vision coverage
• Income protection benefits including life insurance and disability
• Retirement plan through CalPERS
• Tuition waiver for employees and dependents if eligible

California State University, Fullerton is committed to fostering an environment where students, staff, administrators, and faculty thrive. We welcome individuals ready to make an impact on student and staff success to apply and become part of the Titan Community. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

Cal State Fullerton is an equal opportunity employer that prohibits discrimination based on regardless of race, sex, color, ethnicity, national origin, or any other protected status.

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Multiple positions may be hired from this recruitment based on the strength of the applicant pool.

If you are applying for a staff position, please note that you are not eligible to work concurrently in a staff position and an Academic Student position such as a Graduate Assistant, Teaching Associate, Instructional Student Assistant, or Student Assistant position.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

Employee/applicant who applies for a position may be required to successfully complete job-related performance test(s) as part of the selection process.

California State University, Fullerton is not currently sponsoring anynewH-1B petitions for staff, management, or faculty positions.

Effective October 1, 2025, the California State University (CSU) will implement a salary step structure for CSUEU-represented employees in bargaining units 2, 5, 7, and 9. This position may be subject to changes resulting from this implementation, in alignment with the provisions of the collective bargaining agreement.

Advertised: Oct 08 2026 Pacific Daylight Time
Applications close: Oct 22 2026 Pacific Daylight Time