Facilities Project Coordinator

Job description

Position Title:

Facilities Project Coordinator

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WVMCCD District (All Campuses)


The Facilities Department for the West Valley-Mission Community College District is seeking a talented individual to fill the position of Facilities Project Coordinator.

Comprised of two colleges, West Valley College and Mission College, we are located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and out students appreciate our two colleges for our friendly staff and supportive atmosphere.

The purpose of this position is to perform a wide variety of complex professional support duties in the management of bond and capital outlay programs; to assist in the oversight of project activities, coordinate with college administrators, to process administrative matters related to areas of assignment and projects; and to provide professional support to the Director, Facilities Construction.

Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.


100% full time, 37.5 hours per week, 12 months per year, with anticipated start date of July 12, 2021. Schedule may change to include some evenings or weekend hours, as needed. This position is a member of the West Valley Mission Classified Employees Association (WVMCEA), Office, Technical and Business Services Employee Unit.

Work Location: Facilities Department, located on the West Valley College campus, Saratoga, CA.

This position may be assigned to either Mission College or West Valley College, or reassigned from one college to the other.

Salary and Benefits:

Anticipated Hiring Range:

  • $7,348–$8,049 monthly (WVMCEA Salary Schedule, Facilities Project Analyst classification, Range 73, Steps A-C).

Benefits include:

  • Employer-contributed medical, dental and vision for employee, spouse, and/or dependents.
  • Employer-paid long term disability for employee.
  • Employer-provided life insurance.
  • 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
  • 12 days vacation leave accrued annually; rate increases step-wise up to maximum 22 days vacation leave accrued annually.
  • 12 days sick leave accrued annually.
  • Personal necessity leave and personal business leave.
  • Educational growth incentive program from $45 to $225 monthly.
  • $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
  • CalPERS retirement.
  • Position is union affiliated.

Minimum Qualifications:

Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

1. Understanding of, and sensitivity to the diverse academic, socio-economic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.

2. Equivalent to a Bachelor’s degree from an accredited college or university with major course work in business administration, communication, construction management or a related field.

3. Two years of responsible construction project management experience.

Desired Qualifications:

This position will be assigned to the Facilities Bond Program and so the ideal candidate will also demonstrate the following desired qualifications:

  • Knowledge of California Community College Chancellor’s Office, Capital Outlay process and procedures.
  • Knowledge of the Division of the State Architect process and procedures.
  • Knowledge of the Public Contract Code, bidding and contracting process and procedures.
  • Experience using Auto Cad, Bluebeam or other architectural software
  • Experience using construction management software

Knowledge and Abilities:

Knowledge of:

  • Principles and practices of construction project management.
  • Tools, techniques and terminology used in construction project management.
  • Pertinent federal, state, and district laws, codes and regulations.
  • Principles and practices of modern office management and recordkeeping.
  • Basic research methods and techniques.
  • Facilities project and construction management software systems.
  • Modern office practices, procedures and equipment, including letter and report writing, financial and statistical record keeping, telephone techniques and etiquette.
  • Division of State Architect process and procedures.
  • California Community College Chancellor’s Office facilities capital outlay process and procedures.
  • Process and procedures of public contract bidding.
  • Software programs and database systems relevant to area of assignment.

Ability to:

  • Handle multiple large projects simultaneously and manage time and resources effectively.
  • Perform liaison duties with a variety of stakeholders related to facilities construction projects and programs.
  • On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures.
  • On a continuous basis sit at desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.
  • Read blueprints and construction plans.
  • Deal with ambiguity and change.
  • Use sound judgment in recognizing scope of authority.
  • Operate and use modern office equipment including computers and applicable software.
  • Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
  • Utilize appropriate safety procedures and practices for assigned duties.
  • Communicate effectively orally and in writing.
  • Relate effectively with people of varied academic, cultural and socio-economic backgrounds using tact, diplomacy and courtesy.
  • Establish and maintain effective, cooperative and collaborative working relationships with others.

Examples of Duties and Responsibilities:

Duties may include, but are not limited to, the following:

  • Coordinate major construction projects to ensure that the activities of the construction managers, facilities managers, architects, inspectors and related consultants meet district standards; keep the Director, Facilities Construction apprised of progress toward projected goals.
  • Act as liaison between district and college administrators, faculty, staff, design committees, design professionals and engineers; coordinate activities of these groups in the preparation of project designs, working drawings and specifications.
  • Participate in the development of project plans, designs, bid and construction schedules and project budget preparation; coordinate architect, engineer and any specialty consultant activities during the selection process.
  • Coordinate meeting updates, minutes and construction schedule updates from the construction management consultants as required for project management and construction management meetings.
  • Track and monitor project budgets; review expenditures; ensure compliance with project guidelines and/or contract specifications.
  • Assist in the preparation and distribution of construction updates.
  • Provide onsite coordination of moves and move management for construction projects; act as coordinator between construction manager, district staff and faculty, and other department personnel.
  • Assist and participate in the preparation of required submittals, proposals and plans to state and federal departments, and the district.
  • Prepare and coordinate finished artwork for project related reports and newsletters.
  • Build and maintain positive working relationships with co-workers, other district employees and the public using principles of good customer service.
  • Foster an environment that embraces diversity, integrity, trust and respect.
  • Be an integral team player, which involves flexibility, cooperation and communication.
  • Perform related duties as assigned.

Applicant Information:


  • Interested applicants must submit online all materials requested, including: (1) A completed online West Valley-Mission Community College District application; (2) Supplemental application questions; (3) Resume; (4) Unofficial copies of transcripts, if requested; (5) Cover letter and/or reference list, if requested; and (6) Any requested licenses or certificates, if applicable.
  • All sections of the online application, including Education and Educational Work History, must be completed thoroughly.
  • Supervisor(s) name(s) and telephone numbers must be included in the application.
  • Incomplete applications will not be considered.
  • Do NOT send unrequested materials. Unrequested materials will be removed from your application and will not be used for consideration of employment.
  • The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.


  • If a minimum requirement is possession of a degree, then a copy of transcripts is required to be included with your application to verify the degree being awarded. If no transcripts are included, the application may be screened as not meeting minimum requirements.
  • Should the minimum qualifications state “any combination equivalent to,” then additional relevant work experience may substitute for education. In this case, please upload a document stating such in the Required Transcripts document field.
  • Degrees must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
  • Candidates with degrees earned outside of the United States must provide official certification of equivalency to U. S. degrees by a certified U. S. credential review service, must have a U.S. evaluation (course by course of the transcripts) and must be submitted with this online application.
  • If you do not have an electronic version of the transcript, you can get it scanned at an office supply or copy store; then attach the electronic version of your transcript to this online application.
  • Copies of diplomas, grade reports, graduation petitions, transcript evaluations requests, or similar documents WILL NOT be accepted in lieu of transcripts.

For assistance, contact:
Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2174 Fax: (408) 867-9059
Email: [email protected]

Selection Process:


  • After the deadline date, a committee will review and evaluate applications and supporting materials to select the applicants to be interviewed. Meeting the minimum qualifications does not assure the candidate an interview.
  • All candidates will receive an e-notification to acknowledge receipt of their application materials. If not contacted within 3-6 weeks following the close of the recruitment, no suitable match was determined at this time.
  • Travel expenses to attend first-level interview are the responsibility of the candidate.
  • Application materials become the property of the District and will not be returned or duplicated.
  • The District may choose to re-advertise or indefinitely delay filling a position. Some positions may include first and second level interviews.
  • The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants.
  • Any tentative verbal offer of employment is contingent upon formal approval of the college Governing Board.
  • Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.

West Valley-Mission Community College District is an Equal Opportunity Employer that seeks to employ a diverse workforce who will contribute to an inclusive and welcoming educational and employment environment. The District is committed to nondiscrimination on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, genetic information, ancestry, gender identity, gender expression, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, military or veteran status, and medical condition consistent with applicable federal and state laws.

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Job No:
Posted: 4/25/2021
Application Due: 5/6/2021
Work Type: Full Time