Capital Program Coordinator (Energy)

Position Details

Position Information

Posting date

05/15/2023

Closing date

Open Until Filled

Yes

Position Number

1128456

Position Title

Capital Program Coordinator (Energy)

Department this Position Reports to

Project Management Services

Hiring Range Minimum

$79,200

Hiring Range Maximum

$99,000

SEIU Level

Not an SEIU Position

FLSA Status

Exempt

Employment Category

Regular Full Time

Scheduled Months per Year

12

Scheduled Hours per Week

40

Schedule

Location of Position

Hanover, NH

Remote Work Eligibility?

Onsite only

Is this a term position?

No

If yes, length of term in months.

N/A

Is this a grant funded position?

No

Position Purpose

This position is responsible for program and project-level administrative support for Dartmouth’s rapidly growing Energy Infrastructure Program. This program’s mission is to de-carbonize the campus through the development of new energy-efficient heating plants, the distribution of low-temperature hot water for heating, and the conversion of campus buildings to interface with new heating and cooling technologies. The capital program coordinator will support the team through processing financial transactions, ensuring compliance with College policies, coordinating project meetings and calendars, and managing program-wide communications. Working closely with the Capital Program Controls Coordinator, this role will support the execution of energy program design and construction contracts as well as develop, maintain and report budget, cost and schedule information for individual capital projects associated with this program.

Dartmouth’s Campus Services (CS) division is responsible for planning, design, construction and operation of Dartmouth’s buildings, campus landscape and infrastructure. Dartmouth’s facilities include over 5 million square feet of space in 165 buildings. These facilities serve over 5,600 students and 5,000 faculty and staff in a variety of academic, research, administrative, athletic, and residential spaces.

Description

Required Qualifications - Education and Yrs Exp

Bachelors plus 3-5 years' experience or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

• Bachelor’s degree in accounting, finance or construction-related field or the equivalent combination of education and experience.
• 1-5 years in a project support role within the construction industry.
• Strong communication skills are required.
• Excellent analytical skills and demonstrated success at building team relationships and partnerships across organizational lines.
• Proficient in Microsoft Office, with at least intermediate Microsoft Excel skills (advanced skills preferred).

Preferred Qualifications

• Familiar with building construction and maintenance practices, including bidding, contracting, accounting and insurance.
• Capable of being mentally nimble and decisive in a fast-paced and complex environment.
• Excellent organization and time management skills.
• Excellent communication and interpersonal skills with the ability to interact with diverse College constituencies.
• Proficiency with project control systems such as e-Builder and ProCore
• Experience developing and managing project schedules with MS-Project.
• Demonstrated commitment to sustainability.

Department Contact for Recruitment Inquiries

Patrick O'Hern

Department Contact Phone Number

Department Contact for Cover Letter and Title

Senior Director of Project Management Services, Patrick O'Hern

Department Contact's Phone Number

Equal Opportunity Employer

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.

Background Check

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?

Preferred, but not required

Special Instructions to Applicants

Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy. https://policies.dartmouth.edu/policy/tobacco-free-policy


Additional Instructions

Quick Link

https://searchjobs.dartmouth.edu/postings/68670

Key Accountabilities

Description

Financial Processing & Coordination

• Via the Project Management Information System (e-Builder), create new financial commitments while ensuring supporting documentation is in compliance with College purchasing and risk management policies.
• Track financial aspects of every consultant’s engagement.
• Validate invoices against executed agreements and initiate payment process via e-Builder or OnBase as appropriate.
• Prepare detailed project budgets, cash flow projections, and other financial reports for program leadership and other departments including the Controller’s Office and Budget Office.
• Ensure timely and accurate processing of financial transactions; identify and request corrections.
• Coordinate with the Finance Center on monthly reconciliation of the budget/cost control system and the financial system.
• Maintain status of the detailed project cost reports during all phases of project execution from planning, design/engineering, procurement and deliveries, construction through start-up activities and closeout.
• Prepare project- and program-level status reporting and forecast analyses.

o Oversee the timely input of any key data to support monthly reporting and analysis.
o Generate reports from the Program Management software.
o Analysis includes forecast to budget and estimate, forecast to actuals, contingency analysis and capitalized interest projections.

• Track financial and non-financial metrics to support capital program decision-making including cost benchmarking, resource scheduling and alignment with institutional goals.
• Coordinate with Campus Services Chief Operating Officer and the Administrative Finance Center ( AFC ) to ensure appropriate fiscal, procurement and resource administration within area of responsibility.

Percentage Of Time

50

Description

Capital Project Controls

• Support capital project design and construction contracts ranging from $10K to over $100M by coordinating contract development and review by Project Management Services, FO&M, Office of Risk Management, and in-house counsel.
• Ensure that contracts are aligned with business goals of the institution.
• Ensure that business operations are coordinated with the contract documents.
• Identify, recommend and implement intra- and inter-departmental improvements to business practices with regard to contracts, auditability, reporting and accounting.
• Coordinate all financial controls-related procedures for Dartmouth’s energy infrastructure program across all major capital projects including:
  
  o Budget: approval and overrun
  o Purchasing: approval, documentation, compliance, closeout
  o Invoicing: approval, documentation, compliance

• Coordinate with Office of Risk Management on audits of capital projects over $5M and respond to findings for improved project delivery.

Percentage Of Time

20

Description

Capital System Management

• Support the administration of the web-based program management system (currently e-Builder) in a secondary role (i.e. when system admin is out of the office).
• Train employees to better utilize this tool.
• Recommend improvements in systems, tools and methods of project controls and project management including user experience and workflow efficacy.

Percentage Of Time

10

Description

Additional Responsibilities

• Organize, track, and maintain project-related files, drawings and materials including contract documents, proposed change orders, change orders, RFI’s, ASI’s, field inspection reports and testing reports.
• Organize, track and maintain project documentation to support program team with applications for Inflation Reduction Act ( IRA ) tax credits.
• Foster effective and positive business relationships with all parties throughout project phases.
• Collaborate closely with Project Managers, CS Directors, Dartmouth’s Finance team and third-party contractors as needed to provide meaningful reports and analysis.
• Update the project- and program-schedules on a timely basis.

Percentage Of Time

10

Description

Diversity, Equity & Inclusion

We are actively striving to make Campus Services a desired place to work in the Upper Valley, a place where people feel welcomed, where they can be their authentic selves, be heard, and feel accepted. We want this culture to be felt by those who receive our services. The way we treat one another should be the same way we treat our customers.

• Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
• Participates in division wide DEI initiatives and training, including promotion of the 7 Principles (Empathy, Fair, Dependable, Inclusive, Considerate, Vulnerability and Respect).
• Willingness to foster a growth mindset in the areas of increasing diversity, equity, and inclusion across the division.
• Collaborates, when appropriate, on other DEI -related initiatives within the division and College.

Percentage Of Time

10

-

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Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

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Performs other duties as assigned.
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
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   • Dartmouth College Employment Website
   • Glassdoor
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   • Recruit Military
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   • Other (Please specify below)
2. If you answered, 'Internal Employee Referral' or 'Other' to the above question, please specify here:
   
   (Open Ended Question)
   
   

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Additional Document #1
2. Additional Document #2