Coral Gables, Florida
Jul 12, 2018
Institution Type
Four-Year Institution
The University of Miami is considered among the top tier institutions of higher education in the U.S. for its academic excellence, superior medical care, and cutting-edge research. At the U, we are committed to attracting a talented workforce to support our common purpose of transforming lives through teaching, research, and service. Through our values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity and Teamwork (DIRECCT) we strive to create an environment where everyone contributes in making UM a great place to work. We are one of the largest private employers in Miami-Dade County; home to more than 13,400 faculty and staff from all over the world.

The University of Miami Facilities Operations & Planning Division is seeking a Project Coordinator. The Project Coordinator provides coordination services for construction projects of varying complexities, including capital projects, renewal and replacement and renovations and maintenance. Additionally, the Project Coordinator – Facilities Operations & Planning will be responsible for coordinating and working with outside, 3rd party vendors as needed.


Plans and coordinates administrative tasks to include facilitating project logistics such as scheduling meetings, conference rooms, conference calls, equipment meeting minutes, filing and answering phones.

Processes purchase orders, invoices, and other documents.

Coordinates RFP, RFQ, bid submittals & award communications activities with outside vendors

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

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

Assists with tracking of project budget and permits.

May be required to oversee administrative staff.

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

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.



Bachelor’s Degree in relevant field required

Certification and Licensing:

Certification in relevant specialty or field


Minimum 2 years of relevant experience

Knowledge, Skills and Attitudes:

  • Skill in completing assignments accurately and with attention to detail.
  • Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
  • Ability to work independently and/or in a collaborative environment.
  • Ability to maintain effective interpersonal relationships.
  • Commitment to the University's core values.

Department Specific Functions

This position plays a leading role in planning for replacement and renewal and capital needs for facilities for Coral Gables, RSMAS and Richmond campuses.

This position is essential and considered a tier 1 position under the University Declared Emergency, Employee Responsibilities, and Compensation Policy.

This position will adhere to the University’s DIRECCT Values (Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity & Teamwork) and Service Standards (Safety, Caring, Responsiveness, & Professionalism) with always keeping the University’s common purpose in the forefront - “At the U, we transform lives through teaching, research, and service”.

Reporting Relationships:

The Project Coordinator – Facilities Operations & Planning reports to the Director, Construction for Facilities & Operations under the Division of Facilities Operations & Planning.

Oversees a team of administrators that are responsible for getting the proper approvals for all invoices, purchase orders, change orders and contracts related to ongoing construction.

This role will require direct customer interaction and activity reporting.

Works closely with the Director of Construction and Manager of Accounting to run project spend reports and identify discrepancies and spend overrun.

Ensures administrators are checking purchase orders, change orders and contracts for accuracy and alignment with the affiliated contracts.

Tracks and maintains project performance and ensures updates are made regularly in project database system.

Facilitates projects between Design & Construction, Replacement & Renewal, and Facilities & Operations to ensure project coordination and conveyance issues are resolved in a timely manner.

Conducts reviews with project managers, vendors and participates on ongoing project meetings.

Responsible for coordinating all communications for building shutdowns and construction related interruptions to department/area stakeholders.

Consults with project managers on a monthly basis to develop construction project schedules and produce departmental reports. Assist in interviewing, hires/separations, onboarding, retention, and performance for direct reports, and assists team leadership with administrative needs in this regard.

Assist with preparation of project presentations to administration and users.

Responsible for tracking open permits and ensuring all permits for projects under Replacement and Renewal are closed out expeditiously.

Participate and assist in the annual Renewal and Replacement project prioritization as well as ensures records are maintained current in the VFA database.

Proficient in Adobe, SharePoint, Projecto (Project Management Software), Workday, and other UM internal systems.

Performs other duties as assigned or required to meet the goals and objectives of the department, division and University.

Apply online. Position # P100040366

The University of Miami is home to some of the brightest minds in the world. We are committed to educating and nurturing students, creating knowledge, and providing service to our community and beyond. The University of Miami offers competitive salaries and a comprehensive benefits package including medical and dental benefits, tuition remission, vacation, paid holidays and much more. The University of Miami is an Equal Opportunity/Affirmative Action Employer. Come join us!


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