Project Coordinator

JOB SUMMARY

The Division of Facilities Planning & Management (FP&M) is a full-spectrum service organization that builds, maintains, and operates the physical environment of the UW-Madison campus in support of the university's education, research, and outreach activities. FP&M works behind the scenes to coordinate campus planning, manage design and construction, maintain and operate buildings and grounds, supply utility services, ensure health and safety, and provide parking and transportation services.

The Project Coordinator position requires a high level of organization and collaboration to advance the mission of Captial Project Delivery. This position will support the project managers in completing successful projects that meet the needs of the facility or space occupants consistent with UW Standards. This position will require collaboration not only with other departments in the Division of Facility Planning & Management but also other stakeholders from across UW-Madison.

RESPONSIBILITIES

Plans, analyzes, manages, coordinates, and tracks projects and quality improvement efforts for processes, procedures, and systems. Provides management consulting to improve organizational results.

• 20% Develops, schedules, coordinates, and prioritizes project work plans in accordance with specifications and resource limitations
• 30% Develops, enhances, and maintains operational standards and systems to support project teams
• 10% Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions
• 10% Establishes, monitors, coordinates, and controls project budgets versus actual expenditures and budget reporting
• 30% Serves as the initial point of contact for the project(s), serves on committees, and attends meetings representing the interests of the project(s)

TASKS

• Manage a project Box Folder for team, client, and partner access to project documents
• Support the PM with the project financial close-out process, such as equipment lists from Architects/Engineers to the Physical Plant for inventory and who will be responsible for funding & executing maintenance of new building/equipment
• Track Operation & Maintenance manual distribution
• Coordinate Architect/Engineer & contractor parking and access needs, auditing when needed
• Coordinator with UW-Madison staff attendance at end of project testing of equipment, fire alarms, elevators, fume hoods, etc.

EDUCATION

Preferred
Bachelor's Degree

QUALIFICATIONS

Required Skills:
- Demonstrated customer service orientation, with the ability to listen, ask appropriate questions, analyze stakeholder needs (whether stated or not), and determine appropriate responses and resources to resolve issues.
- Strong interpersonal skills that promote trust and mutual respect. Ability to work effectively with a variety of constituents with diverse backgrounds.
- Ability to efficiently perform related administrative support functions, such as scheduling meetings, preparing agendas, updating schedules, and maintaining project documentation and records.
- Demonstrated ability to coordinate activities within and among multiple departments simultaneously.
- Ability to work independently and effectively manage and prioritize multiple tasks/responsibilities from several staff, with little or no daily supervision.
- Excellent written and verbal communication skills.
- Proficient with Microsoft Office 365 Suite (Word, Excel, and PowerPoint).
- Ability to maintain confidentiality and use discretion in handling sensitive issues.

Preferred Experience:
- Experience working in non-profit, government, higher education, or other complex management/governance environment.
- Knowledge of and experience with operational, personnel, financial, and procurement policies, processes, and expectations.
- Familiarity with project coordination, project management, and project tracking tools or systems.
- Ability to manage detailed tasks, resources, and costs using tools like MS Project, MS Teams, or other project-related software tools.
- Experience assisting with establishing, monitoring, or controlling budgets.
- Ability to analyze and improve work processes to improve the efficiency and effectiveness of the project team.
- Demonstrated experience building strong, highly collaborative working relationships.
- Demonstrated success influencing without authority.

SALARY

Minimum $53,000 ANNUAL (12 months)
Depending on Qualifications
The starting salary for the position is $53,000 annually but is negotiable based on experience and qualifications.

This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf.