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Position Title & Department:
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Project Coordinator; Facilities Management |
| Posting # |
5331
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| Department Description: |
The mission of the University of San Diego Facilities Management Department is to efficiently operate, maintain, and support the development of quality facilities, grounds, and services, and at the same time to support our campus community, students, faculty, and staff. Through our efforts we support the university's commitment to pursuing truth, academic excellence, and the advancement of knowledge.
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| University Description: |
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.
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| Detailed Description: |
Reporting to the Director of Planning, Design, and Construction, the Project Administrator is responsible for all administrative functions regarding major and minor capital projects. Further, the Administrator will assist as needed in planning capital improvement and facility renewal projects. This position will be instrumental in supporting process improvement, cost reduction and risk mitigation.
Duties and Responsibilities:
Project Administration:
- Update and maintain all sets of drawings, specifications and warranty information for our projects, in a hardcopy vault and electronically
- Assist in cost estimating efforts, at times coordinating with outside cost consultants and cost estimating databases. Help create and maintain internal cost estimating database.
- Assist in preparing RFP/RFQ documentation, sending them out for bid and preparing results in a format to report to project management team
- Create purchase orders and work orders, as well as all necessary revisions
- Track project budgets and review invoices before recommending payment
- Track change orders for projects, ensuring project budgets accurately reflect known change orders and project risks.
- Assist project managers with communication to campus community regarding logistics and impacts to tenants.
- Ensure all work is documented in internal construction project database
- Ensure FCA (Facility Condition Assessment) is kept updated as work is completed
- Assist Project Managers in setting up all initial project budgets. Ensure that any revisions to project work orders are properly allocated into the project budget.
- Ensure adherence to Campus Design Standards as it relates to document revisions and updates.
Process Improvement:
- Use a systematic approach to assist Facilities Management in optimizing processes to achieve more efficient results.
- Proactively identify, analyze and improve upon current processes within Facilities Management.
- Serve as administrative steward of our processes, documenting current and new processes as needed.
Data Analysis and Report Writing:
- Develop reports to track project statuses, costs, schedules, completion, and efficiency.
- Maintain data system to provide reports, as requested, on the status of all ongoing projects and on details of all completed work, equipment histories, trends, etc.
- Create spreadsheets and reports to track all projects for Facilities Management that reflect funding, progress, schedule, and scope.
Internal:
- Assist with Work Management and Work Control functions of Facilities Management.
- Use CMMS (Computerized Maintenance Management System) for planning, scheduling, and reporting all requested projects.
- Ensure work orders are submitted properly and that the requested work is legitimate and necessary through coordination and communication with requestor, production, trades, and other FM teams.
Special Conditions of Employment:
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
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| Job Requirements: |
Minimum Qualifications:
- HS Diploma or GED required.
- Requires four years of administrative experience, preferably in a facilities management environment. A Bachelor’s degree may substitute for up to two years of work experience at the rate of 2 years of education is equivalent to 1 year of work experience.
- Experience using software solutions to schedule/plan project activities, track progress and budgets, and closeout and document projects.
- Experience with blueprint management and archiving of project paperwork both electronically and hard copy.
- Proven ability to coordinate multiple tasks and activities in an environment of changing priorities.
Preferred Qualifications:
- Bachelor’s Degree preferred.
Performance Expectations - Knowledge, Skills and Abilities:
- Knowledge and experience of and possess demonstrated success with:
- budgeting and financial accountability;
- excellent oral and written communication skills;
- a strong appreciation for the university’s mission.
- Some experience with TMA, MAXIMO or other similar Computerized Maintenance Management Software used for work order generation and tracking preferred
- Excellent verbal and written communication skills required
- Excellent analytical and problem solving skills required
- Experience in database management and office related software programs including report writing software required.
- Requires professional verbal and written correspondence, reports and recommendations to managers and supervisors, and daily interaction with contractors, consultants, designers, supervisors and trade crews
- Ability to work with a diverse group in a positive and productive manner required
- Ability to input significant amount of data into our internal databases, spreadsheets and other documents with attention to detail and speed required.
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| Posting Salary: |
$27.27 - 31.32 per hour; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
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| Special Application Instructions: |
Resume Required
Click the 'Apply Now' button to complete our online application and, for full consideration, please upload a resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.
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| Additional Details: |
Hours: 40 hours per week
Closing date: Open until filled
Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.
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