Project Coordinator - Facilities Services - UTK

University of Tennessee•Knoxville, TN

12d•Onsite

About The Position

This position is essential for planning, design, and construction project coordination. The role involves collaboration with Facilities Services (FS), the FS Budget Director, the UT Knoxville campus (UTK), UTK Finance and Administration, and the UT System to ensure policies and procedures are adhered to, and appropriate funding accounts are provided and established. The Project Coordinator will work with various FS, UTK, and UT System departments to identify appropriate team members, stakeholders, and processes. This role ensures projects are accurately initiated through various management and financial systems and acts as a liaison providing a high degree of customer service representing FS Planning & Design during the project initiation and close-out processes.

Requirements

High School Degree with 3 years specialized experience in accounting, or equivalent combination of education, training, and experience.
Proficiency with spreadsheets, databases, and office productivity software.
Proficiency with Microsoft Office Software to include Word, Excel, PowerPoint, and Access.
Proficiency with financial accounting software.
Familiarity with PDF editing software such as Bluebeam and Adobe Acrobat.
Attention to detail, accuracy, strong organization skills.
Ability to work well with others in a team environment with a strong cross-dept. collaboration mindset.
Valid Driver’s license.
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

Bachelors Degree
Experience managing financial accounts for planning, design, and construction projects in higher education.
Experience with facilities maintenance and services in higher education.
Experience with the integration and implementation processes of an ERP system.
Certified Associate in Project Management, or other relevant certification preferred.
Knowledge of design and construction processes.
Knowledge of financial accounting.

Responsibilities

Responsible for the gathering of preliminary project data and information.
Supports the Project Manager in coordinating departmental responses for data requests.
Enters data into databases and forms, oversees daily administrative operations, focusing on data compiling, entry, record-keeping, project file maintenance, tracking, and reporting.
Collaborates extensively with various Facilities Services Units, UTK Campus entities, and UT System Department of Capital Projects (DCP), providing top-tier customer service while disseminating project reporting data, addressing inquiries, and coordinating project data requests.
Plays a pivotal role in forming project teams by disseminating preliminary project information and documents, as well as providing tracking support, fostering robust interdepartmental collaboration.
Aids the Project Manager in maintaining visibility into ongoing and submitted projects by generating project status reports.
Executes administrative and accounting tasks, including identifying suitable funding accounts by liaising with FS Department Budget Director, DCP Budget Director, UTK Finance and Administration, or the UTK campus entity Fiscal Officer.
Establishes project folders and adheres to a standardized naming convention for each project.
Assists the Project Manager in resolving queries or issues pertaining to planning, design, and construction project documents, including budgets, schedules, and scopes provided by various departments.
Collaborates with Design and Construction teams to identify and implement process improvements and enhance efficiency in project data compiling and reporting.
Receives all initial Capital and Non-Capital design and construction project requests.
Coordinates with the requesting department for approval and funding accounts.
Validates project funding accounts with appropriate Fiscal Officers, ensuring accuracy in accounting system and proper authorization.
Obtains all necessary documentation for account charge approval.
Obtains data and completes and submits the required SBC/DB70 documentation upon review and approval of Project Manager.
Routes the project according to established processes.
Maintains documentation for Project and Project add-ons submitted during projects.
Upon approval of design and construction projects, coordinates with FS Business Services to transfer estimated costs from funding account into project holding account through accounting system.
Upon project completion, ensures that the proper closeout procedures are followed.
Prepares and refines various documents, including letters, reports, records, and procedural and financial-related materials, ensuring polished and finalized copies from rough drafts.
Develops, implements, advises on, and maintains departmental operating and reporting guidance, ensuring alignment with the latest campus and system policies.
Assists the FS Business Services office in the coordination of planning, design, and construction project financial closures, ensuring accuracy and timeliness throughout the process.