Project Coordinator – Capital Program

21-Mar-2024

Facilities Operations – Admin Staff

86611BR

University Job Title

Project Coordinator

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Facilities

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Medical School Campus

Worksite Address

127-153 College Street
New Haven, CT 06510

Position Focus:

Assists the productivity reporting for the Construction and Renovation program, including project-specific reporting for Directors, Associate Directors, and Project Managers. The position will coordinate between various departments in Facilities including the Capital Program, Contracts, and Business offices. Also, external contact will include third-party outreach to contract management and MPSA firms. Provide information, in various formats, from various systems and gather data to develop reporting structures that will assist in day-to-day and long-range planning. Coordinate schedules and timetables for deadlines of such reports in conjunction with the Director(s). Collecting data and information from a variety of sources for metrics and benchmarking (e.g., tracking all cost-saving information and data for risk analysis.) Track/Maintain master projects schedule and progress, report results. Ensure project documents are complete, current, and appropriate to the project. Resolve and/or escalate issues/concerns in a timely fashion. Effectively communicate relevant project information to superiors and/or clients. Respond to clients regarding project concerns and/or resolution. Monitor and respond timely to all requests and/or concerns. Communicate to appropriate channels. Interact and communicate with clients, subcontractors, and staff on a variety of levels. Create and maintain project documents, spreadsheets, and report data. Review and edit project presentations, project reports, and other project-related documents. Participate in project meetings. Assist with preliminary financial tasks and update project financial data.

Essential Duties

1. Provides high level administrative support for project team. Establishes, selects, implements, and coordinates administrative procedures and systems. 2. Serves as principal source of information to project team and impacted students, staff, and faculty on project activities. 3. Works with a variety of project management and spreadsheet software to maintain project timeline and track resource allocation, performance metrics and other project related information. 4. Communicates with project team as necessary to monitor and ensure timely completion of deliverables. 5. Monitors expenditures and reconciles financial statements to ensure compliance with budgetary parameters and guidelines. 6. Composes substantive correspondence and written material. Assists with communication of project status and other information as necessary. 7. Determines logistical needs for meetings, including developing and assembling meeting materials, arranging rooms, catering and transportation as necessary. 8. Oversees, instructs, and coordinates activities of support staff. 9. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Experience providing administrative and coordination support to multiple directors and team leads at one time on a variety of projects.

Required Skill/Ability 2:

Experience tracking information and following through independently and with others for the successful completion of tasks.

Required Skill/Ability 3:

Ability to meet shifting or unexpected priorities – experience being adaptable and flexible.

Required Skill/Ability 4:

Problem-solving and critical thinking skills – ability to anticipate challenges and/or propose solutions or process improvement suggestions for challenges that arise that are aligned with departmental goals and objectives.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus