The Project Management Coordinator provides advanced administrative and operational support to the Project Management (PM) and Architectural & Construction Services (ACS) departments for both informal and formal capital projects. This position is responsible for coordinating purchase requisitions, design and construction contracts, and procurement activities, requiring regular interaction with Accounts Payable, Purchasing, the Controller’s Office, and other university departments.
Working closely with the Assistant Vice Chancellor for Facilities (Asst. VCF), and PM/ACS teams, this role assists with project initiation, planning, contracting, bidding, awards, construction oversight, and project closeout. The coordinator ensures proper financial tracking, fund encumbrance, and compliance with university and state policies. Strong communication, organizational skills, and attention to detail are critical, as the role involves policy adherence, budget review, and documentation oversight.
Key systems used in this position include:
1. AiM – Asset and Project Management system for work control, billing, and capital project tracking.
2. uShop – Platform for requisitions, purchase orders, and invoice processing.
3. Banner – Financial system for encumbrances, funding adjustments, and project liquidations.
4. Interscope – Repository for projects over $100,000, used for State Construction Office (SCO) and System Office (SO) review and approvals.
Responsibilities include:
Communication:
- Serve as a liaison with project leaders, departmental business officers, vendors, accounts payable staff, project managers, and Facilities directors.
Project Administration:
- Ensure compliance with auditing standards when creating and managing projects in AiM and Banner, following departmental, university, and state-level capital project procedures.
- Manage requisitions and invoice processing through uShop.
- Collaborate with Project Managers to monitor project progress and maintain accurate financial records in Banner and AiM.
- Reconcile financial documents to verify project completion and facilitate closeout processes in AiM, Banner, uShop, and Interscope for director approval.
- Identify and report discrepancies, errors, or anomalies, recommending corrective actions and process improvements.
- Stay current on evolving state requirements for HUB participation and communicate updates to project teams.
- Review all projects exceeding $30,000 for HUB participation and ensure accurate reporting to the SCO.
- Verify affidavits submitted by Project Managers and vendors for SCO compliance and accuracy.
- Monitor and track projects in Interscope in accordance with SO and SCO requirements.
- Generate SCO IDs for electrical projects requiring state inspection (primarily informal capital projects).
- Collect and input project data for SO/SCO review.
- Prepare reports for the Assistant VCF and ACS/PM directors to support year-end documentation and closeouts.
- Partner with the Facilities Business Officer to compile and analyze financial data for budget forecasting and planning.
Supervision:
- Provide leadership to 1 student worker
- Assign work, provide direction, training and coaching as needed.
- Interview, hire, approve time sheet.
- Conduct annual review process.
- This position has been designated as mandatory personnel for the University and may be required to report to work during adverse weather conditions even though the University may be operating on an alternate schedule. This position may assist in the removal of snow, ice or debris.
