UNIV - Project Coordinator - Planning, Design & Construction

Medical University of South Carolina•Charleston, SC

13d

About The Position

The Project Coordinator – Planning, Design & Construction (PDC) provides comprehensive support across multiple initiatives within the Planning, Design & Construction department. This role supports the Director of PDC in all aspects of departmental coordination, with primary focus on facilitating board-level communications, meeting coordination, and vendor presentations for the University and Medical University Health Authority (MUHA) PDC departments. Additional responsibilities include managing departmental level internal meeting logistics, tracking project activities, and ensuring project documentation is accurate and up to date. The position is instrumental in maintaining workflow continuity, supporting small projects or project components of moderate complexity, and ensuring successful coordination across stakeholders.

Requirements

High school diploma and relevant project staff assistance experience.
Proficient in Microsoft Office Suite
Experience with project coordination, preferably within facilities management, construction, or capital project environments.
A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.

Nice To Haves

Strong organizational and time-management skills with attention to detail.
Excellent written and verbal communication skills.
Ability to work independently and collaboratively in a fast-paced environment.
Strong interpersonal skills and a professional demeanor suitable for working with executives and board-level stakeholders.
Familiarity with project scheduling tools (e.g., MS Project, Smartsheet), and collaboration platforms (e.g., SharePoint, Teams).
Experience supporting large capital construction or renovation projects.
Familiarity with architectural, engineering, and construction processes and terminology.
Experience preparing formal documentation and presentations for executive leadership or governing boards.
Familiarity with budget tracking and financial reporting in a project environment.

Responsibilities

Board of Trustees (BOT) Facilities Planning Subcommittee PDC Meeting Support - 30%
Works closely with the Director s of the University and MUHA PDC to prepare for and support the Board of Trustees Facilities Planning subcommittee selection meetings.
Schedules and coordinates meeting logistics including room reservations, technology setup, and required documentation.
Prepares presentation materials and packets for Board of Trustees meetings and ensures timely distribution.
Attends and provides in-person support during meetings, including facilitating meeting flow, capturing minutes, and tracking follow-up actions.
Manage ongoing communications with stakeholders before and after meetings.
Project Coordination & Administration , University PDC – 30%
Updates project plans, timelines, reports, and schedules across various stages of project lifecycles.
Monitors project budgets and expenditures, ensuring accuracy in reporting and alignment with financial goals.
Tracks project documentation including requirements, scope, issues, risks, funding status, and deliverables.
Assists with the coordination of pre-planning activities such as needs analysis, feasibility studies, and preparation of business cases.
Ensure accurate record-keeping and centralized access to all project-related documents and communications.
Communication & Stakeholder Engagement – 20%
Acts as a communication liaison between project teams, leadership, and external stakeholders.
Communicates scheduling information, updates, and changes effectively to all relevant parties.
Ensure stakeholders remain informed of project progress, upcoming milestones, and potential risks or delays.
Meeting Logistics & Facilitation – 20%
Organizes and supports routine and ad-hoc project and departmental meetings.
Manage scheduling and invitations, meeting room bookings, and preparation of agendas and support documents.
Records and distributes meeting minutes and monitors the implementation of action items