"Project & Planning Coordinator"

Job Details

SUMMARY

JOB DESCRIPTION

This is a professional position responsible for assisting with project analysis, project management, reporting, campus facility inventory, and communications functions related to construction, renovation, and multi-trade work order projects in the Physical Plant Department. Responsible for assisting in a project management capacity from project planning and initiation to completion. Responsible for planning, coordinating, and reporting on interior space utilization. Works under general supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the Assistant Director, Construction Accounting and Special Projects.

QUALIFICATIONS

Bachelor’s degree in a related field is required. Related experience may be substituted for required education on a basis set forth by the Department of Human Resources.

One year of related experience is required. Valid Texas driver's license is required at time of employment. Project management training is preferred.

ESSENTIAL JOB FUNCTIONS

1. Assists with compiling and distributing project information, project status reports, and project expenditures and encumbrances.
2. Assists with administrative duties associated with project execution, including vendor presentations and training, information distribution, change control, performance reporting, risk response control, and project closure.
3. Serves as the university’s point of contact for information involving space planning needs and requests.
4. Manages the official space inventory for the university.
5. Coordinates with colleges, departments, and administration in the management of space inventory to include reporting to UT System and THECB.
6. Builds and sustains effective communications with project team members and stakeholders.
7. Assists with managing, overseeing, and evaluating assigned projects.
8. Assists with monitoring project costs to ensure project is completed within budget and ensure project deliverables are acceptable and fulfill the terms of the project contract or specifications.
9. Assists with developing basic project budgets, schedules, work plans, resources requirements, risk assessments, cost estimates and projections.
10. Guides and directs project work groups (functional, technical, and third party) to ensure timely completion of assigned tasks and deliverables.
11. Collaborates with diverse functional, technical, and third party (vendor, contractor, etc.) staff regarding project requirements.
12. Assists with preparing materials for use by project teams and university stakeholders and facilitating necessary training.
13. Coordinates with Procurement regarding accuracy of purchase orders, funding sources, and account classifications, submission of contract change orders, and extension of purchase order and contract deadlines.
14. Facilitates payment of vendor invoices by attaining approvals, receiving in Banner, and sending to Accounts Payable to be paid.
15. Enters requisitions for construction projects as well as Physical Plant operations. Tracks and maintains approval status, issue date, deadlines, invoices paid, funding sources and remaining balances.

NON-ESSENTIAL JOB FUNCTIONS

1. Assists with campus reporting, inventory coding, and compliance reports as necessary.
2. Supports assistant director with any other project related activities as needed.
3. Prepares space usage reports and feasibility studies as needed.
4. Performs other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

The individual must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation.

1. Knowledge of, or the ability to learn, university policies and procedures.
2. Knowledge of project management methodologies.
3. Organizational skills in managing projects simultaneously while maintaining a satisfactory work product.
4. Skill in using computer applications including spreadsheet, database, and word processing software.
5. Skill in negotiation and facilitation.
6. Skill in public speaking and delivering presentations to individuals and groups.
7. Ability to handle confidential information with discretion.
8. Ability to perform work requiring accuracy and attention to detail.
9. Ability to plan, organize, and implement complex tasks.
10. Ability to communicate effectively in both oral and written form.
11. Ability to establish and maintain a good rapport with university faculty and staff, students, and the general public.
12. Ability to work effectively within a complex organizational structure.
13. Ability to learn office and university-specific software.
14. Ability to obtain and maintain a Texas driver’s license.
15. Ability to work evenings, nights, and weekends as necessary.

SPECIAL CONDITIONS OF EMPLOYMENT

Stephen F. Austin State University recognizes the potential for accidents in performing job-related tasks. SFA promotes a safe working environment. Employees will be responsible for completing assigned tasks safely and efficiently. Employee evaluations will include safe job performance.

This is a security-sensitive position subject to criminal record check. This is a safety-sensitive position subject to drug and alcohol testing. This is an IT-sensitive position subject to Computer and Network Security policy.