UNIV - Project Coordinator - Planning, Design & Construction

UNIV - Project Coordinator - Planning, Design & Construction

The Project Coordinator – Planning, Design & Construction (PDC) provides comprehensive support across multiple initiatives within the Planning, Design & Construction department. This role supports the Director of PDC in all aspects of departmental coordination, with primary focus on facilitating board-level communications, meeting coordination, and vendor presentations for the University and Medical University Health Authority (MUHA) PDC departments. Additional responsibilities include managing departmental level internal meeting logistics, tracking project activities, and ensuring project documentation is accurate and up to date. The position is instrumental in maintaining workflow continuity, supporting small projects or project components of moderate complexity, and ensuring successful coordination across stakeholders.

Job Responsibilities:

Board of Trustees (BOT) Facilities Planning Subcommittee PDC Meeting Support - 30%

• Works closely with the Directors of the University and MUHA PDC to prepare for and support the Board of Trustees Facilities Planning subcommittee selection meetings.
• Schedules and coordinates meeting logistics including room reservations, technology setup, and required documentation.
• Prepares presentation materials and packets for Board of Trustees meetings and ensures timely distribution.
• Attends and provides in-person support during meetings, including facilitating meeting flow, capturing minutes, and tracking follow-up actions.
• Manages ongoing communications with stakeholders before and after meetings.

Project Coordination & Administration, University PDC – 30%

• Updates project plans, timelines, reports, and schedules across various stages of project lifecycles.
• Monitors project budgets and expenditures, ensuring accuracy in reporting and alignment with financial goals.
• Tracks project documentation including requirements, scope, issues, risks, funding status, and deliverables.
• Assists with the coordination of pre-planning activities such as needs analysis, feasibility studies, and preparation of business cases.
• Ensures accurate record-keeping and centralized access to all project-related documents and communications.

Communication & Stakeholder Engagement – 20%

• Acts as a communication liaison between project teams, leadership, and external stakeholders.
• Communicates scheduling information, updates, and changes effectively to all relevant parties.
• Ensures stakeholders remain informed of project progress, upcoming milestones, and potential risks or delays.

Meeting Logistics & Facilitation – 20%

• Organizes and supports routine and ad-hoc project and departmental meetings.
• Manages scheduling and invitations, meeting room bookings, and preparation of agendas and support documents.
• Records and distributes meeting minutes and monitors the implementation of action items.

Qualifications:

Required:

• High school diploma and relevant project staff assistance experience.
• Proficient in Microsoft Office Suite
• Experience with project coordination, preferably within facilities management, construction, or capital project environments.

Preferred:

• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong interpersonal skills and a professional demeanor suitable for working with executives and board-level stakeholders.
• Familiarity with project scheduling tools (e.g., MS Project, Smartsheet), and collaboration platforms (e.g., SharePoint, Teams).
• Experience supporting large capital construction or renovation projects.
• Familiarity with architectural, engineering, and construction processes and terminology.
• Experience preparing formal documentation and presentations for executive leadership or governing boards.
• Familiarity with budget tracking and financial reporting in a project environment.

Additional Job Description

Minimum Requirements: A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.

Physical Requirements:

• Ability to perform job functions in an upright position. (Frequent)
• Ability to perform job functions in a seated position. (Frequent)
• Ability to perform job functions while walking/mobile. (Frequent)
• Ability to work indoors. (Continuous)
• Ability to work outdoors in all weather and temperature extremes. (Infrequent)
• Ability to work in confined/cramped spaces. (Infrequent)
• Ability to perform job functions from kneeling positions. (Infrequent)
• Ability to bend at the waist. (Frequent)
• Ability to squat and perform job functions. (Infrequent)
• Ability to perform 'pinching' operations. (Infrequent)
• Ability to fully use both hands/arms. (Continuous)
• Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent)
• Ability to reach in all directions. (Frequent)
• Possess good finger dexterity. (Continuous)
• Ability to maintain tactile sensory functions. (Continuous)
• Ability to lift and carry 15 lbs., unassisted. (Infrequent)
• Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent)
• Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent)
• Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent)
• Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous)
• Ability to see and recognize objects close at hand. (Continuous)
• Ability to see and recognize objects at a distance. (Frequent)
• Ability to match or discriminate between colors. (Frequent)
• Ability to determine distance/relationship between objects; depth perception. (Continuous)
• Good peripheral vision capabilities. (Continuous)
• Ability to maintain hearing acuity, with correction. (Continuous)
• Ability to hear and/or understand whispered conversations at a distance of 3 feet.
• Ability to perform gross motor functions with frequent fine motor movements. (Frequent)
• Ability to work in dusty areas. (Infrequent)