Project Management Resources Coordinator

Sep 15, 2017
Institution Type
Four-Year Institution

Stanford University

Project Management Resources Coordinator

Job Number:

Note: Not all unique aspects of the job are covered by this job description

The Project Management Resources group within LBRE provides resources and training regarding university policies and procedures for schools and departments that choose to manage facilities and infrastructure improvement projects with their own staff. These projects are known as Departmentally Managed Projects, or DMPs. We also serve as the university liaison and point of contact for our primary permitting jurisdiction, Santa Clara County.

The Project Management Resources (PMR) Coordinator will be primarily responsible for assisting with developing and maintaining training tools for university DMPs, administering an online training program, planning various events, updating and maintaining a system to track DMP projects and preparing statistical reports, project forecasts, etc. The PMR Coordinator will also support interface with Santa Clara County for plan check and permitting of University projects.


Provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.

  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendars without prior consultation, resolve calendaring conflicts, arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets that may utilize specialized software and systems. Make recommendations based on reports.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.
  • Analyze and review material and extract pertinent information for briefing purposes.
  • Positions at this level also include one or more of the following duties:
    • In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
    • Responsible for leading the administrative functions of a program or unit.
    • Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
    • Serve as building coordinator.
    • Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.

    Specific Responsibilities:
    • Support Project Management Resources with a training and development program for DMP project managers (PMs). Administer and maintain the current online program and training tools, and assist with implementation of future updates. Help plan and execute training workshops, networking opportunities, meet and greet events, etc. Coordinate and schedule venue, consultants, catering, etc. Utilize social media and/or other outreach methods to promote PMR hosted events, and to promote PMR as a central university resource. May support other PM resource initiatives as identified/needed. Administer and maintain PMR website.
    • Responsible for maintaining a system to receive and track departmentally managed projects. Utilize available data and applications to create statistical reports. Evaluate submitted DMP projects, provide initial analysis and recommend project management resources. Support ongoing communications and interface with Administrative Units in LBRE, CFO, Departments and Schools. Coordinate and schedule monthly meetings with ~20 schools and departments. Participate in meetings as needed. May attend meetings on behalf of supervisor.
    • Support interface with Santa Clara County as it relates to tracking of permits and requests for reprioritizing. Assist with project forecasts, look ahead reports, inspection planning and tracking, and other methods of communicating information about Stanford's projects and priorities to the county. Administer and maintain a graphical database to track county architectural and site approval (ASA) for Stanford projects, working with project managers, coordinators and other Stanford groups to validate and update information. May participate in pilot programs and implementation of a new online permit database. Help plan and execute annual County Roundtable events. Responsible for coordinating and scheduling County calendar for meetings at the Bonair satellite office and 3160 Porter. Participate in meetings as needed. May attend meetings on behalf of supervisor.
    • May be responsible for supporting the Seismic Advisory Committee (SAC), LBRE emergency response planning, and maintaining specialized databases such as LBRE's earthquake database (EQDBase). May provide administrative support to an Executive Director within LBRE.

    * - Other duties may also be assigned

    Education & Experience:

    High school diploma and six years of administrative experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to exercise sound judgment in making decisions routinely and independently.
    Preferred Skills:
  • Strong interpersonal communication. Excellent written and oral communication skills, with the ability to demonstrate tact, diplomacy and discretion when handling sensitive and/or confidential matters or materials.
  • Positive outgoing person. Ability to interact effectively at all levels with a variety of people and groups - peers in LBRE, colleagues in academic and administrative departments, jurisdictional agencies, consultants, contractors, etc.
  • Exceptional analytical and organizational skills. Ability to solve complex problems and produce recommendations with limited direction or guidance.
  • Familiar with University project delivery process, and the policies and procedures related to project management.
  • Exposure to construction practices and building permit processes.
  • Experience working in a university environment or with university clientele.
    Certifications and Licenses: None
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

    * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,
    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Job: Administration

    Location: Land, Buildings and Real Estate
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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