Project Coordinator

SALARY RANGE: $23.00 - $31.25 Hourly

JOB SUMMARY

The Project Coordinator provides administrative, documentation, scheduling, budget-tracking, and project coordination support to the Senior Project Manager of Campus Planning and the Senior Director of Facilities & Campus Planning. This role assists with maintaining accurate project records, coordinating meetings and communications, tracking schedules and budgets, updating capital planning systems, and supporting timely follow-up with internal stakeholders, consultants, vendors, and contractors. The position helps ensure that campus planning and facilities projects are organized, documented, and communicated effectively in support of Mid-Pacific’s capital planning, deferred maintenance, sustainability, and campus improvement priorities.

KEY RESPONSIBILITIES

Project Coordination and Administrative Support

• Provide administrative and project coordination support to the Senior Project Manager of Campus Planning and Senior Director of Facilities & Campus Planning.
• Assist with planning, coordinating, and tracking campus planning, capital renewal, deferred maintenance, and facilities-related project activities.
• Maintain project schedules, timelines, milestone trackers, task lists, and follow-up items under the direction of the Senior Project Manager.
• Coordinate project meetings, prepare agendas, compile materials, record meeting minutes, and track action items through completion.
• Support preparation of project updates, reports, presentations, and Building Committee or leadership meeting materials as requested.

Documentation, Records, and Systems

• Maintain accurate and organized project documentation, including contracts, permits, drawings, plan addenda, Requests for Information, invoices, pay applications, warranties, closeout materials, and progress reports.
• Track and update campus project information in capital planning and facilities systems, including Gordian VFA and other project tracking tools.
• Assist with maintaining archives of design, construction, facility use, compliance, and project records to support reporting, planning, and future reference.
• Ensure project files are complete, current, and accessible to the Senior Project Manager and Senior Director.

Budget, Procurement, and Vendor Support

• Track project budgets, expenses, invoices, purchase orders, pay applications, and resource allocation under the direction of the Senior Project Manager.
• Assist with procurement and bid-related administrative tasks, including gathering documentation, organizing vendor information, and tracking proposal or contract status.
• Support communication and follow-up with consultants, contractors, suppliers, and internal departments regarding project documentation, scheduling, invoices, and deliverables.
• Assist with preparation and tracking of annual facilities budget information and special project budget materials, as assigned.

Communication and Issue Escalation

• Serve as a coordination point for routine project communications among internal teams, consultants, vendors, contractors, and other stakeholders.
• Monitor project tasks, deadlines, documentation gaps, and pending items, and provide regular status updates to the Senior Project Manager.
• Identify potential risks, delays, missing documentation, budget concerns, or stakeholder issues and escalate them promptly to the Senior Project Manager and/or Senior Director of Facilities and Campus Planning.
• Support compliance with organizational policies, project requirements, safety expectations, and applicable documentation procedures.

Other Duties

• Provide logistical and administrative support for campus planning, capital projects, deferred maintenance planning, sustainability initiatives, and facilities-related priorities.
• Regular and predictable attendance at work.
• Perform other duties and projects as assigned by the Senior Project Manager of Campus Planning or Senior Director of Facilities & Campus Planning.

KEY SKILLS

• Project coordination, scheduling, and task tracking
• Strong organizational and time-management skills
• Accurate documentation and records management
• Meeting coordination, agenda preparation, and minute-taking
• Clear written and verbal communication
• Professional follow-up with internal stakeholders, consultants, vendors, and contractors
• Budget, invoice, purchase order, and expense tracking
• Data entry and project tracking in capital planning or facilities systems, including Gordian VFA
• Attention to detail and ability to maintain complete, current project files
• Ability to identify issues, delays, or documentation gaps and escalate appropriately
• Problem-solving, follow-through, and prioritization
• Team collaboration and customer-service orientation
• Proficiency with Microsoft Office Suite, especially Excel, Word, PowerPoint, and Outlook
• Discretion and confidentiality when handling project, vendor, personnel, or school information

SCHOOL SAFETY

• Participate in the development of a safe and healthy workplace.
• Comply with the instructions given for their own safety and health and that of others, in adhering to safe work procedures.
• Take reasonable care to ensure their own safety and health and that of others.
• Report any injury, hazard or illness immediately, to their Supervisor and Human Resources.
• Not place others at risk by any act or omission, not willfully or recklessly interfere with safety equipment.
• Act as a role model by demonstrating safe work behaviors.
• Identify, assess if necessary, and control hazards within are of responsibility.
• Ensure that equipment/supplies are properly maintained.
• Maintain relevant knowledge of safety laws.
• Mandatory reporting of sexual abuse to law enforcement or child protective services, and Human Resources. Sexual abuse includes child molestation, any actual or alleged illegal or otherwise wrongful sexual conduct with a minor, and serial sexual misconduct, any actual or alleged illegal or otherwise wrongful sexual conduct with more than one victim; and committed by or alleged to have been committed by any perpetrator who is not a student of an included entity.

PROFESSIONAL COMPETENCIES

• Demonstrating Professional Body of Knowledge: A professional shows an understanding of practice area knowledge and appreciates learning more about this practice area and beyond.
• Professional As Learner: A professional staff person engages in career-long professional learning and ongoing critical reflection to identify opportunities for improving leadership, mentoring and collaboration. The inherent nature of a professional staff member is a keen, lifelong passion for learning, and a deep curiosity and wonder about people, events, and places.
• Fostering Effective Relationships: The professional builds positive working relationships with the colleagues, other departments, and the community.
• Establishing an Inclusive Environment: The professional creates a safe, caring environment that is inclusive of and engaging for others.
• Professional as a Leader: A professional seeks leadership opportunities.

QUALIFICATIONS and/or EXPERIENCE

• Degree in Business Administration, Project Management, Engineering, or a related field is required.
• Minimum of 1–3 years of project coordination, administration, or related experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) is required.
• Ability to manage multiple tasks and meet deadlines.
• Experience with project management tools such as Microsoft Project is preferred.

WORK SCHEDULE

This is a full-time, in-person, 12-month non-exempt position that requires 40-hour workweeks during regular office hours, Monday through Friday, 7:00 a.m. to 4:00 p.m. These hours may vary depending on departmental needs, deadlines, or school events. Flexibility to work outside of regular business hours, including evenings and weekends, is required.

PHYSICAL DEMANDS

Our campus consists of multiple buildings on 44 hilly acres that frequent walking including uphill and stairs. The individual is required to talk and hear, often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee is occasionally required to stand, walk, lift and carry approximately 25 pounds, reach with arms and hands, climb or balance, and to stoop, bend, kneel, crouch or crawl. Requires close vision.

MENTAL DEMANDS

On a daily basis employee must frequently problem solve, make decisions, interpret data, organize, write, plan, and clearly communicate.

EQUIPMENT USE

Telephone, computer, copier, scanner, printers and other hardware – frequently

WORKING CONDITIONS

Indoor - frequently;

Outdoor, Loud Noise, Cold and Hot Temperatures – occasionally

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of the position. The job may require additional duties as assigned by the Senior Project Manager of Campus Planning or the Senior Director of Facilities and Campus Planning.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Mid-Pacific Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, marital status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.