Project Coordinator

Project Coordinator For Capital Projects

The Project Coordinator for Capital Projects will play a crucial role in providing administrative support to the Director of Capital Projects. They will handle various tasks, such as managing schedules, handling correspondence, organizing meetings, maintaining records and ensuring effective and efficient communication. This position will be a bridge within the Capital Projects department, between departments, and externally with consultants. Given the dynamic nature of Capital Projects, the Project Coordinator will need to be flexible, consistent, and maintain the confidentiality of high-level systems and operations.

Position Type: Full-time non-exempt hourly

Hours: 40

Salary Range: $20/hr

Responsibilities

Provide personalized assistance to the multi-faceted world of the Director of Capital Projects, ensuring smooth operations, organization and effective communication.

Manage the Director's inbox correspondence, including communication with local government agencies, ensuring clarity, professionalism, and accuracy in all written exchanges.

Support Director in Drafting, reviewing, and responding to documents requiring legal or technical language, demonstrating confidence and proficiency in professional and legal communication.

Manage Director's calendar, including arranging meetings, appointments and providing timely reminders

Create and maintain agendas for the Director's various weekly meetings

Hold vision for the calendar a month ahead and anticipate the Director's needs/preparation

Assist in capturing and prioritizing the Director's action items, handling all task requests with efficiency and discretion.

Make travel arrangements for Director and Capital Projects team as needed

Capture Director's Credit card receipts and submit to Project Manager

Assist the Director of Capital Projects and Construction in reviewing project plans, schedules, and budgets and contribute to these projects as needed

Manage Capital Projects' team calendar and holiday calendar, including booking all internal and external meetings.

Collaborate closely with all Capital Projects team members on various campus-wide projects (specifically the Project Manager and Property Design & Development Specialist) and provide administrative assistance as needed

Assist in maintaining effective communication channels with internal and external stakeholders, including project team members, contractors, and regulatory agencies.

Administrative support will include typing, dictation, spreadsheet creation, document filing and drive filing maintenance

Conduct research as needed on previous project decisions and history