Program Coordinator (Associate Director) - Project Planning & Management, Retzky College of Pharmacy

University of Illinois Chicago•Chicago, IL

18d•Onsite

About The Position

The Program Coordinator (Associate Director) directs space planning, oversees daily educational facility operations, and manages complex administrative projects for the Retzky College of Pharmacy. Working with the Pharmacy Chief IT Officer and Senior Associate Dean for Administrative Affairs, the position aligns physical resource management and facility operations with the College’s long-range strategic goals. The role supports a safe, efficient academic environment while managing project life cycles, tracking space utilization metrics, and reporting on project portfolio performance to senior leadership. The position leads physical resource planning and serves as the College’s primary liaison for central campus space surveys, facility audits, and space allocation tracking. It develops operating policies, space utilization guidelines, and long-term space strategies; oversees routine facility operations and contracted vendors; and manages administrative and minor renovation projects. The role also monitors budgets, ensures compliance with applicable codes and standards, establishes emergency preparedness protocols, and analyzes administrative data to identify opportunities for improvement. The position is on-site in Chicago, Illinois, with a Monday–Friday, 9:00 a.m.–5:00 p.m. schedule. Illinois residency is required within 180 days of employment. The position is eligible for benefits, including health, dental, vision, and life insurance, a retirement plan, paid time off, and tuition waivers for employees and dependents.

Requirements

Bachelor’s degree.
One year (12 months) of direct experience managing facilities and space utilization within higher education, health sciences, or specialized academic environments. A master’s degree in an area consistent with the duties may substitute for one year of work experience.
Excellent oral and written communication skills to represent the unit on campus-wide committees and interact effectively with faculty, staff, students, and external contractors.
Ability to translate institutional strategic goals into actionable physical resource and space management plans.
Strong organizational skills to balance daily facilities maintenance with project management oversight.
Skill in scheduling events, programs, activities, and the work of others.
Ability to plan, delegate, and supervise the work of others.
Ability to use computer software packages, such as accounting software and query tools.
Strong problem-solving skills and ability to independently manage daily workload.

Nice To Haves

Bachelor’s degree in Project Management or demonstrated experience managing a project life cycle.
Familiarity with campus space management systems, building management systems (BMS), and computerized maintenance management software (CMMS).
Knowledge of business and management principles involving strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
Professional certification such as Certified Facility Manager (CFM), Facilities Management Professional (FMP), Project Management Professional (PMP), or CAPM.

Responsibilities

Lead physical resource planning and act as the primary liaison for central campus space surveys, facility audits, and space allocation tracking.
Formulate operating policies, space utilization guidelines, and long-term space strategies, and participate in long-range administrative goal setting.
Oversee routine facility operations, including HVAC, custodial services, and groundskeeping.
Manage contracted vendor relationships and service-level agreements, and conduct regular inspections of classrooms, laboratories, and administrative offices.
Manage the full life cycle of College-level administrative and minor renovation projects, coordinating resources and schedules to minimize academic disruption.
Develop and monitor operational budgets and provide leadership with milestone and budget variance reports.
Ensure compliance with federal, state, and local building codes, ADA requirements, and environmental health standards.
Establish disaster response protocols and initiate emergency preparedness training for faculty, staff, and students.
Analyze administrative data and maintain metrics to identify key performance indicators and opportunities to improve building usage.
Create risk mitigation strategies and formulate complex program schedules.
Perform other related duties and participate in special projects as assigned.