Project Admin Coordinator

Engineering a world of possibilities

The Project Administration Coordinator supports the goals and objectives of the Office of Design and Construction that relate to the execution of Mines' planning, design, and construction projects. In this position, you'll provide professional level support to Project Managers and other staff. You'll support the Director of ODC in their responsibility to deliver projects to the campus community and in their role as State Delegate to the Office of the State Architect (OSA).

In this role, you'll play a key part in supporting our project management team with your expertise in planning, design, and construction project management. You'll help navigate the complexities of various projects, ensuring that policies and procedures are effectively applied to achieve successful outcomes. If you thrive in a dynamic environment and enjoy the challenge of managing diverse projects, apply today!

For more on the Office of Design and Construction at Mines, please visit: https://www.mines.edu/design-and-construction/.

RESPONSIBILITIES

Project Management for controlled maintenance and in-house projects. 

• Assists the Project Managers with the business management of design and construction projects.  This includes interpreting and complying with proper policies and procedures prescribed by Office of the State Architect and Mines internal controls.  Assists in the coordination with other supporting organizations throughout the University (interface with FM, IT, Public Safety, Operations Business Administration, Purchasing, etc). 
• Maintains and adheres to processes for screening projects for approvals and funding. Interface with Deans, Dept. Heads, requestors as necessary to secure funding, draft project budgets, route budgets for approval, sets up project electronic files.
• Coordinates with Project Managers and other supporting organizations at the University and outside contractors and professionals on project schedules, work orders, installations, life safety issues, substantial completion, occupancy and other issues.
• Manages the details of project office moves. Corresponds with Project Managers and University Departments to gather network data for IT, works with Facilities Management or outside moving companies, purchases supplies, creates spreadsheets and diagrams, schedules furniture and people moves. 

 Tracking and Reporting

• Maintains a system for tracking and reporting the status of ODC projects including reporting to OSA. Implements and maintains the system to forecast important project milestones. Notifies project management staff of upcoming project milestones so that appropriate planning and execution can be optimized.
• Manages and maintains the project filing system, financial folders and archive files. Implements the policies and procedures of the Office of State Architect.
• Manages and maintains the Mines property records and provides annual reporting to OSA.

Business Services and Operations

• Manages and maintains incoming invoices for ODC projects and tracks all incoming invoices and inquiries. Secures approval and sends invoices with proper documentation for final payment processing. Works with Controller’s office on journal entries for Capital Projects.
• Manages project closeout procedures on all projects. Works with Project Managers on closeout checklists, reconciling budgets, determining final project balances, working with Purchasing Dept on final invoicing and closing Purchase Orders.
• Manages the Classroom Chair Replacement program. Collaborates with Facilities Management, Project Managers, departments and furniture vendors to replace classroom furnishings that are in disrepair. Researches and makes claims on warranties, tracks delivery, repair or replacement of chairs.
• Coordinates with Operations Business Administration for student employee support for ODC, and administrative support for ODC functions.

Minimal Qualifications

• Bachelor's degree or progressive administrative experience in a professional or administrative setting equivalent to a degree is required.
• Five years of professional experience in an organization related to design, construction, project management, facilities management or closely related field.   
• Strong administrative skills, excellent oral and written communications skills, critical thinking and creative problem-solving skills, ability to work as part of a team and the capacity to function independently are required.
• Knowledge of Colorado Revised Statutes, the State Fiscal Rules and State Buildings Programs, or ability to gain this knowledge within the first three months of employment.
• Experience collaborating across multi-disciplinary teams
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