Sr Coord - Project

Position Summary

The primary focus of the Senior Project Coordinator is to provide direct project and operational support to the Campus Operations Department, through the Project Management Office (PMO) in planning, coordinating, and delivering both OPEX and CAPEX projects that support the achievement of RUSVM’s strategic objectives and mission. The post holder as a member of the Campus Operations Project Team will collaborate closely with the core Operations Team, including Facilities, Projects, Operations, Safety and Security, Information Technology, Finance, and Real Estate (Site Development) on approved projects.

The Senior Project Coordinator is responsible for maintaining high service quality and operational efficiency while supporting key projects from initiation through completion. The successful candidate will demonstrate strong experience in project coordination, with proven ability in planning, problem-solving, information gathering, organization, effective communication and cross-functional collaboration. As a key contributor, the post holder is expected to manage competing priorities, meet challenging deadlines, and help ensure projects are completed on time, within budget, and in alignment with stakeholder expectations and institutional goals.

Essential Duties and Responsibilities

Project Planning and Oversight
• Prepare Capital Expenditure Authorization documents for approved and assigned Operations, Facilities, and PMO projects.
• Develop, maintain, and monitor project plans, schedules, budgets, expenditures, resource plans, work hours, and deliverables to support successful project execution.
• Support the planning, scheduling, coordination, and execution of institutional projects and campus initiatives.
• Maintain accurate project documentation, including change logs, risk logs, procurement records, status reports, and other required records.
• Organize, attend, facilitate, and document stakeholder and project meetings, including preparing presentation materials, distributing updates, and issuing meeting minutes and action items.
• Monitor project scope, timelines, risks, issues, site conditions, and overall progress, and proactively recommend solutions to support timely completion.
• Ensure stakeholder input is gathered, managed, and documented to help achieve effective institutional solutions.
• Coordinate project site visits and inspections to verify conditions, progress, and compliance with project requirements.
• Track project activities and follow up on action items to support accountability and on-time delivery.
• Assist the department manager with the preparation of operational budgets and the project management calendar for PMO and Facilities goals and objectives.

Maintenance, Inventory and Equipment Management
• Research and engage local and international service providers to obtain proposals from qualified vendors and contractors that support operational and project requirements, ensuring strict adherence to company policies and procedures.
• Coordinate with the Purchasing department to ensure materials, resources, and equipment are procured and delivered in alignment with project schedules and operational needs.
• Maintain appropriate inventory levels of materials, tools, supplies, and equipment to support business continuity, emergency preparedness, and daily operations.
• Support overall facilities operations through coordination of inventory, tools, materials, supplies and other operational resources.
• Assist with vendor and contractor coordination and help monitor maintenance and work management processes to support service delivery and continuous improvement.

General Campus Operations
• Maintain accurate, organized, and up-to-date departmental records and documentation.
• Prepare purchase orders and track procurement of materials and equipment, track invoices for payment.
• Support coordination and collaboration between the Projects and Operations teams to maintain alignment and workflow efficiency.
• Provide administrative and coordination support to PMO, Operations and Environmental Health and Safety leaders, initiatives and activities.
• Support as need the execution of all campus events and activities.
• Perform other duties as assigned in support of departmental and institutional objectives.

Minimum Qualifications
Below are the minimum requirements of the education, experience, knowledge, and skills required to competently perform in this role. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education, Experience, Knowledge, and Skills

• Associate degree in Business Administration, Project Management, Civil Engineering, Architecture, or a related field required; bachelor’s degree preferred.
• Minimum of three years of relevant experience in project coordination, facilities coordination, or a related field.
• Working knowledge of project management principles, procurement processes, and financial procedures.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Project.
• Strong organizational, communication, and problem-solving skills, with the ability to manage multiple priorities and meet tight deadlines.
• Detail-oriented, self-motivated, deadline driven and committed to delivering high-quality results in a fast-paced environment.
• Knowledge of file management, transcription, and administrative procedures.
• Experience in construction or other related technical fields, and familiarity with software such as AutoCAD or Chief Architect, is an asset.

Associate degree in Business Administration, Project Management, or a related field.
Minimum of two (2) years of experience in project coordination, event planning, administrative support, or a related role.
Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
Strong communication skills
Customer service oriented and effective at working with people
Proficiency in Microsoft Office Suite or similar business software.

Equal Opportunity – Minority / Female / Disability / V / Gender Identity / Sexual Orientation