Job Summary:
The Division of Facilities Planning & Management (FP&M) is a full-spectrum service organization that builds, maintains, and operates the physical environment of the UW-Madison campus in support of the university’s education, research, and outreach activities. FP&M works behind the scenes to coordinate campus planning, manage design and construction, maintain and operate buildings and grounds, supply utility services, ensure health and safety, and provide parking and transportation services.
The Project Coordinator position requires a high level of organization and collaboration to advance the mission of Captial Project Delivery. This position will support the project managers in completing successful projects that meet the needs of the facility or space occupants consistent with UW Standards. This position will require collaboration not only with other departments in the Division of Facility Planning & Management but also other stakeholders from across UW-Madison.
Responsibilities:
Plans, analyzes, manages, coordinates, and tracks projects and quality improvement efforts for processes, procedures, and systems. Provides management consulting to improve organizational results.
- 20% Develops, schedules, coordinates, and prioritizes project work plans in accordance with specifications and resource limitations
- 30% Develops, enhances, and maintains operational standards and systems to support project teams
- 10% Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions
- 10% Establishes, monitors, coordinates, and controls project budgets versus actual expenditures and budget reporting
- 30% Serves as the initial point of contact for the project(s), serves on committees, and attends meetings representing the interests of the project(s)
Tasks:
- Manage a project Box Folder for team, client, and partner access to project documents
- Support the PM with the project financial close-out process, such as equipment lists from Architects/Engineers to the Physical Plant for inventory and who will be responsible for funding & executing maintenance of new building/equipment
- Track Operation & Maintenance manual distribution
- Coordinate Architect/Engineer & contractor parking and access needs, auditing when needed
- Coordinator with UW-Madison staff attendance at end of project testing of equipment, fire alarms, elevators, fume hoods, etc.
Institutional Statement on Diversity:
Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background – people who as students, faculty, and staff serve Wisconsin and the world.
For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion
Education:
Preferred
Bachelor’s Degree
Qualifications:
Required Skills:
– Demonstrated customer service orientation, with the ability to listen, ask appropriate questions, analyze stakeholder needs (whether stated or not), and determine appropriate responses and resources to resolve issues.
– Strong interpersonal skills that promote trust and mutual respect. Ability to work effectively with a variety of constituents with diverse backgrounds.
– Ability to efficiently perform related administrative support functions, such as scheduling meetings, preparing agendas, updating schedules, and maintaining project documentation and records.
– Demonstrated ability to coordinate activities within and among multiple departments simultaneously.
– Ability to work independently and effectively manage and prioritize multiple tasks/responsibilities from several staff, with little or no daily supervision.
– Excellent written and verbal communication skills.
– Proficient with Microsoft Office 365 Suite (Word, Excel, and PowerPoint).
– Ability to maintain confidentiality and use discretion in handling sensitive issues.
Preferred Experience:
– Experience working in non-profit, government, higher education, or other complex management/governance environment.
– Knowledge of and experience with operational, personnel, financial, and procurement policies, processes, and expectations.
– Familiarity with project coordination, project management, and project tracking tools or systems.
– Ability to manage detailed tasks, resources, and costs using tools like MS Project, MS Teams, or other project-related software tools.
– Experience assisting with establishing, monitoring, or controlling budgets.
– Ability to analyze and improve work processes to improve the efficiency and effectiveness of the project team.
– Demonstrated experience building strong, highly collaborative working relationships.
– Demonstrated success influencing without authority.
Work Type:
Full Time: 100%
This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $53,000 ANNUAL (12 months)
Depending on Qualifications
The starting salary for the position is $53,000 annually but is negotiable based on experience and qualifications.
This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf.
Additional Information:
A criminal background check will be conducted on all finalists.
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.
How to Apply:
To be considered, applications must be submitted online. To apply for this position you will need to upload a resume and cover letter, please detail your related experience and background to the qualifications. The application reviewers will be relying on written application materials to determine who may advance to preliminary interviews. We will also require contact information for three professional references
Contact:
Jason Chambers
jason.chambers@wisc.edu
608-263-0609
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Project Coordinator(AD035)
Department(s):
A71-FACILITIES PLNG AND MGMT/CPD/CPD
Employment Class:
Academic Staff-Renewable
Job Number:
275877-AS
The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply.
If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/
Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.
Applications Open: Mar 10 2023 Central Standard Time
Applications Close: Apr 3 2023 11:55 PM Central Daylight Time