Program Coordinator Senior – Capital Programs Management Group

Arizona State University•Tempe, AZ

15d•Onsite

About The Position

The Senior Program Coordinator serves a critical and versatile support role for the Capital Programs Management Group (CPMG) and the Office of the University Architect (OUA) within the Facilities Development & Management (FDM) department. This position is designed to provide flexible operational, administrative, and programmatic support across CPMG / OUA functions, allowing assignment based on departmental needs and individual skill sets. The role supports both (1) department and program operations and (2) capital project–related documentation, compliance, and coordination activities, including sustainability, incentive, and closeout support. The Senior Program Coordinator works closely with project managers, leadership, consultants, contractors, utilities, and internal ASU stakeholders to ensure efficient operations, accurate documentation, and successful delivery of capital programs.

Requirements

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Must possess a valid Arizona driver's license (minimum of Class D) upon employment and maintain throughout employment.
Post-offer of employment, selected candidate must possess an acceptable driving record which is 5 or fewer points in the most recent 39-month period from date of hire.
This position is considered safety/security sensitive and will include a fingerprint check.
Employment is contingent upon successful passing of all background, including fingerprint checks.

Nice To Haves

Experience in: Supporting capital construction projects in a higher education, public sector, or large institutional environment.
Departmental or program operations, administrative coordination, or business operations support.
Coordinating meetings, schedules, and complex activities across multiple stakeholders.
Managing documentation, records, and tracking systems.
Construction project documentation, closeout processes, or compliance tracking.
Utility energy efficiency rebates, sustainability programs, or incentive administration.
Preparing professional correspondence, reports, and presentations.
Processing travel, procurement, and financial transactions in accordance with policies.
Using Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and document management systems.
Demonstrating strong organizational skills, attention to detail, and accountability.
Communicating effectively with diverse technical and non-technical stakeholders.

Responsibilities

Serve as the primary point of contact for rebate, incentive, and sustainability documentation across assigned capital construction projects.
Coordinate and manage the collection, organization, review and submission of construction documentation required for: Utility energy efficiency rebates Renewable energy incentives Federal, state, and local tax incentives Sustainability and performance-based funding programs
Work closely with CPMG Project Managers, design teams (A/E firms), contractors, subcontractors, and commissioning agents to ensure documentation requirements are understood and met.
Provide coordination and documentation support for capital construction projects across planning, design, construction, commissioning, and closeout phases.
Coordinate the collection, organization, and tracking of project documentation, including closeout materials and compliance records.
Support documentation related to energy rebates, utility incentives, tax incentives, and sustainability or performance-based funding programs, as assigned.
Serve as a liaison between project managers, design teams, contractors, commissioning agents, utilities, and external agencies to support documentation requirements.
Track documentation milestones and deadlines; follow up with project teams to ensure timely completion.
Review submitted documentation for completeness, accuracy, and adherence to established processes and requirements.
Assist with the preparation and submission of applications, reports, or verification packages related to project documentation or incentives.
Maintain organized electronic records within ASU systems, databases, and shared drives.
Support audits, verifications, and post-project reviews as needed.
Maintain and update tracking tools, databases, spreadsheets, and document management systems.
Prepare reports, summaries, presentations, and professional correspondence.
Proofread and format written materials for accuracy and clarity.
Work independently to manage multiple high-priority tasks requiring coordination and follow-through.
Exercise judgment in setting priorities within established policies and procedures.
Back up other team members to ensure continuity of department operations.
Communicate effectively with technical and non-technical stakeholders.

Benefits

Flexible work schedules
22 days of accrued vacation leave, 12 days of accrued sick leave and 10 paid holidays annually for all staff.
Tuition Reduction Program for staff members, their spouses, and dependents, available on day one.
12 weeks of paid parental leave following the birth or adoption of a child
Affordable benefits package including dental, vision, and life insurance benefits.
Retirement program designed to promote long-term savings and provide income upon retirement which includes Arizona State Retirement System (ASRS)
Paid time for volunteer and professional development
Wellness program for preventative health education and screenings
Disability and leave program for income protection
Free and confidential Employee Assistance services, helping to manage personal difficulties or life challenges
ASU Discounts to sports/events along with discounts with ASU partnerships