Senior Project Coordinator

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The Department of Executive Dean of Research at the University of Miami Miller School of Medicine is seeking a Senior Project Coordinator to work full-time, on-site in Miami. The Senior Project Coordinator coordinates project activities to ensure projects are on schedule. This role provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. In addition, this job also prepares comprehensive action plans that detail available resources, timeframes and budgets for projects.

CORE JOB FUNCTIONS
1. Assists with the assignment of tasks to internal teams to include schedule management.
2. Assists with budget preparation and tracks all project related expenditures.
3. Monitors project progress and addresses any issues that arise. Assists with the identification of completion shortfalls.
4. Acts as the point of contact and communicates the project status to relevant stakeholders. Communicates timeline changes and new information to project team.
5. Creates and maintains comprehensive project documentation, plans and reports. Ensures all needed documentation is current and properly filed and stored.
6. Ensures adherence to standards and requirements by reviewing project objectives against deliverables.
7. Organizes, attends and participates in project meetings.
8. Prepares necessary presentation materials for project meetings.
9. Records minutes and takes detailed notes during meetings.
10. Evaluates current procedures and recommends changes to improve the efficiency of planning and scheduling of projects.
11. Adheres to University and unit-level policy and procedures and safeguards University assets.

Department Specific Functions

The Senior Project Coordinator coordinates project activities related to MSOM research space. This position reports directly to the Director of Space Planning within the Office of the Executive Dean for Research. This role provides administrative, technical and logistical support for research operations including meeting arrangement, progress tracking, and documentation.

• Responsible for carrying out tasks in accordance with all strategic initiatives and objectives to fulfill the mission and vision of the University of Miami and the Executive Dean for Research.

• Projects will be defined by the EDR Director of Space Planning.

• Completes routine walkthroughs ensuring MSOM research space occupancy, equipment and signage are accurate.

• Submits, expedites, and tracks capital equipment orders related to specific research space projects.

• Coordinates research lab/office relocations as assigned.

• Tracks equipment deliveries, installation schedules, and facility readiness milestones.

• Submit, track and coordinate work orders with Facilities associated with planned space assignments.

• Assess laboratory infrastructure needs and coordinate efforts with multiple stakeholders such as EHS, Facilities, Supply Chain, etc.

• Determines system improvements and escalates appropriately.

• Participates in the completion of research space capital renovation projects as assigned.

• Tracks Central Freezer Facility requests and maintains database of current inventory.

• Assist the EDR Director of Space in developing and maintaining Guidelines/SOPs related to the Central Freezer Facility and implementing changes as deemed necessary.

• Support the EDR Director of Space in oversight of MSOM laboratory and office spaces per the guidelines established by the Research Space Committee.

• Assist with the EDR Annual Capital Budget process to collect requests and prepare for leadership review.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Department Specific Qualifications                                                                                

Education:

Bachelor’s degree

Experience:

Minimum 5 years of relevant experience in an academic or research environment

Knowledge, Skills and Abilities:<