Sr. Project Coordinator

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Sr. Project Coordinator

The University of Miami/UHealth department of Facilities has an exciting opportunity for a Full Time Sr. Project Coordinator to work at the UHealth Medical Campus. The Sr. Project Coordinator – Facilities Operations & Planning, provides coordination services for construction projects of high complexity, including capital projects, renewal and replacement, and renovations and maintenance. The incumbent is responsible for coordinating and working with outside, third party vendors as needed. The Sr. Project Coordinator trains and mentors Project Coordinators and oversees their work.

• Coordinates facilities construction projects from initiation through completion. 

• Uses formal processes and tools to coordinate resources, budgets, risks, and changes.

• Tracks all activities to ensure projects are on schedule. 

• Provides administrative and logistical support including meeting arrangement, progress tracking, and documentation.

• Assists in the development of process documentation, supervises data processing and programming, and delivers training to process owners on the correct document structure and control tool usage.

• Coordinates RFP, RFQ, bid submittals, and award communications activities with outside vendors.

• Tracks and issues documents, ensures that documents comply with standard naming and filing conventions, and works with the team to revise documentation where needed.

• Communicates and provides reports to various stakeholders detailing project progress, schedules, and spending.

• Advances and enforces operational procedures and best practices and trains and mentors staff, ensuring staff compliance.

• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions

• Manage a portfolio of healthcare construction projects, ensuring that each project aligns with the overall program goals.

• Develop and maintain detailed project plans, schedules, and budgets.

• Regularly report project status, risks, and issues to the IPD Project Directors and other stakeholders.

• Lead pre-development activities, including feasibility studies, concept design, and budget development.

• Coordinate the bid and permit management process, ensuring all regulatory requirements are met.

• Collaborate with stakeholders to define project scope, objectives, and deliverables.

• Monitor project budgets and schedules, ensuring alignment with the approved baselines.

• Implement and manage change control processes to handle project scope changes, unforeseen conditions, and client requests.

• Review and approve payment applications, ensuring compliance with contract terms and project progress.

• Integrate medical equipment, furniture, fixtures, and equipment (FF&E), and IT systems into the project design.

• Coordinate the resolution of Requests for Information (RFIs) and other construction issues promptly.

• Facilitate Owner-Architect-Contractor (OAC) meetings to ensure effective communication and decision-making.

• Review submittals to ensure materials and systems comply with project specifications.

• Conduct quality assurance field inspections to verify that construction work meets design intent and quality standards.

• Maintain strong relationships with project stakeholders, including clients, contractors, and regulatory

• Ensure effective communication throughout the project lifecycle, keeping all stakeholders informed of progress, risks, and changes.

• Coordinate with the IPD Project Director to align project activities with program objectives.

• Identify and manage project risks, including the development of mitigation strategies.

• Monitor risks throughout the project lifecycle and update the risk register as needed.

• Escalate high-impact risks to the IPD Project Director when necessary.

• Lead project teams, fostering a collaborative