Project Coordinator - Facilities Services - UTK

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

• 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.

Specific Responsibilities:

1. Initial Project Requests:

• Receives all initial Capital and Non-Capital design and construction project requests.

• Coordinates with the requesting department for approval and funding accounts.

2. Project Approval:

• Validates project funding accounts with appropriate Fiscal Officers, ensuring accuracy in accounting system and proper authorization.

3. Project Funding:

• 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.

4. Documentation and Billing:

• 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.

Document Preparation and Refinement: Prepares and refines various documents, including letters, reports, records, and procedural and financial-related materials, ensuring polished and finalized copies from rough drafts.

• Procedure Development and Oversight: Develops, implements, advises on, and maintains departmental operating and reporting guidance, ensuring alignment with the latest campus and system policies.

• Project Financial Oversight: Assists the FS Business Services office in the coordination of planning, design, and construction project financial closures, ensuring accuracy and timeliness throughout the process.

• Required Education/ Experience:       
  • High School Degree with 3 years specialized experience in accounting, or equivalent combination of education, training, and experience.

• Required Knowledge, Skills, Abilities: 

  • 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.