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Project Coordinator

The University of Miami/UHealth department of Facilities has an exciting opportunity for a Full Time Project Coordinator to work at the UHealth Medical Campus.

Core Summary

The Project Coordinator – Facilities Operations & Planning 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, third party vendors as needed.

Core Responsibilities

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, permits, and other documents.

Coordinates RFP, RFQ, bid submittals and award communications activities with vendors.

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

Department Specific Functions

The Project Coordinator in the Integrated Project Delivery (IPD) department provides support for construction projects of varying complexities, such as capital projects, renewals, replacements, renovations, and maintenance. Collaborating closely with project managers, internal teams, and external vendors, this role assists project managers to ensure projects are completed on time, within budget, and to required (IPD) standards. Key responsibilities include providing administrative and logistical support, managing tasks and schedules, preparing budgets, and monitoring expenditures in Projecto. The Project Coordinator acts as the primary contact for projects, keeping stakeholders informed of progress, communicating any changes, and maintaining comprehensive documentation to ensure efficiency and compliance

Assist Project Managers developing project scopes, budgets, and timelines in Projecto.

Facilitate project logistics, including scheduling meetings, conference rooms, calls, and equipment.

Coordinates the start-up of major utilities and equipment and the relocation of occupants into the finished spaces.

Coordinate RFP, RFQ, bid submittals, and award communications with vendors.

Communicate project progress, schedules, and spending to various stakeholders

Assist with budget preparation and track project-related expenditures.

Support Project Managers in managing RFS/Project Requests, Budget Changes, and budget reallocations between projects.

Process project permits with required agencies or municipalities and track progress.

Ensure adherence to university and unit-level policies and procedures.

Review and improve processes for greater departmental efficiency.

Assist in identifying risks and removing roadblocks that hinder project progress.

Assist Project Manager to identify and log risks that arise in the Project Risk Register.

Execute project closeout procedures, ensuring all items are completed before final closure.

Utilize the contract compliance checklist to confirm all items are complete before closing the project.

Serve as a liaison between team members, stakeholders, and management to ensure clear communication and alignment.

Collaborate with architects, engineers, subcontractors, and other stakeholders to facilitate project execution.

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.

Core Qualifications                                                                                                          

Bachelor’s Degree in relevant field

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.

Proficiency in using project management software such as Projecto, and Smartsheet.

Proficiency with Microsoft Word, PowerPoint and SharePoint software.

Any relevant education, certifications and/or work experience may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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