Department Manager Organizational Assistant


The Organizational Assistant reports to the Manager of Engineering
Organizational assistant role will aid in the development of non-discipline specific work practices (on-boarding, training coordination, etc.) to ensure consistency in approach by all disciplines. Organizational Assistant will develop, improve, and provide structure to support a growing organization with diverse client base.
Human Resource Coordination:
  • Provide recruiting assistance, including the development, modification, and maintaining of role descriptions for all disciplines.
  • Screening of resumes and serve as liaison to HR organization in the onboarding process.
    • Work with new employees to ensure they promptly create a Jacobs Resume
    • Maintain and manage onboarding activities
  • Manage and coordinate Resume updates (annual) and/or necessary updates to support projects.
  • Maintain and manage college recruitment tools (set up details, gifts, etc.)
  • Work Visa Process Coordination
    • Develop work process that enables staff to attain work visas in an efficient manner.
  • Update Oracle with pay rate changes (interfacing with HR as required)
  • Track and maintain Service Award Program, ensuring consistency in approach.
  • Maintain and help resolve systemic problems with Jacobs HR program (identification of systems that do not work and how to resolve).
Training Coordination:
  • Maintain and manage budget for training activities for all department.
  • Facilitate and develop (in conjunction with Department Manager) a training program that enable new employee development in work process
    • Enhance existing training library.
    • Assist DMs in organizing training materials and approach that delivers effective training (creative)
    • Maintain training records
Project Coordination Support:
  • Organize and coordinate estimates to support proposals, setting up and arranging client documents to best support proposal effort.
  • Maintain PE listing file
  • Develop and implement JPI communications with the objective of ensuring consistency in approach by all disciplines.
Technical Standards and Quality Library Influence:
  • Owner of the Technical Standards and Quality Library
    • Focus on improvements in layout to enable quicker location of necessary files.
    • Work with the Department Managers to ensure common layout approach
    • Maintain review/update plan for all documents (annual/biannual) and coordinate reviews


  • Experience in the EPC environment is preferred, familiar with our office work practices.
  • Excellent written and verbal communication skills.
  • Strong organizational skills

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