Project Administrative Coordinator

It's fun to work at a place where people truly BELIEVE in what they are doing!

We're committed to bringing passion and energy to Colorado School of Mines.

As an integral part of the Office of Design and Construction department, the Project Administration Coordinator supports department goals and objectives that relate to the execution of planning, design, and construction projects. The person in this role provides professional support to Project Managers and other staff. This person also supports the Director of ODC in his responsibility to deliver projects to the campus community and in his role as State Delegate to the Office of the State Architect (OSA).

The person in this role is a professional in the application of administrative and operational rules, policies and principles and practices pertaining to supporting efforts in planning, design and construction project management. They assist the project management team with administrative and operational support, and provide professional level support in administering policies and procedures. This person understands the complexities of projects and the procedures required to manage a wide and varied array of project types.

The ideal candidate has professional experience in design, construction or project management. They have strong administrative skills, excellent communication and prioritization skills, are critical thinkers, and excellent problem solvers. ODC is a ten-member team managing one billion dollars in construction and planning. If you are a person who is excited about taking on challenges and working in a fast-paced, ever-changing environment, apply today.

PRIMARY RESPONSIBILITIES

Project Management

• Assists the Project Managers with the business management of design and construction projects. This includes interpreting and complying with proper policies and procedures prescribed by Office of the State Architect and Mines internal controls. Assists in the coordination with other supporting organizations throughout the University (interface with FM, IT, Public Safety, Operations Business Administration, Purchasing, etc). This includes but is not limited to; coordination with project managers on project schedules, code compliance, coordination of life safety issues associated with projects, substantial completion, beneficial occupancy, project closeouts.
• Maintains and adheres to processes for screening projects for approvals and funding. Interface with Deans, Dept. Heads, requestors as necessary to secure funding, draft project budgets, route budgets for approval, sets up project electronic files.
• Coordinates with Project Managers, other supporting organizations at the University and outside contractors and professionals on project schedules, work orders, installations, life safety issues, substantial completion, occupancy and other issues. Coordinates with Project Managers, University staff and vendors to purchase equipment and supplies for projects
• Manages the details of project office moves. Corresponds with Project Managers and University Departments to gather network data for IT, works with Facilities Management or outside moving companies, purchases supplies, creates spreadsheets and diagrams, schedules furniture and people moves. Works with the department of Capital Planning and Design by providing updated information on space changes.

Tracking and Reporting

• Maintains a system for tracking and reporting the status of ODC projects including reporting to OSA. Implements and maintains the system to forecast important project milestones. Notifies project management staff of upcoming project milestones so that appropriate planning and execution can be optimized.
• Manages and maintains the project filing system, financial folders and archive files. Implements the policies and procedures of the Office of State Architect.
• Manages and maintains the Mines property records and provides annual reporting to OSA.

Business Services and Operations

• Manages and maintains incoming invoices for ODC projects through the ODC-Invoices email in-box. Tracks all incoming invoices and inquiries. Researches project budgets to confirm proper funding and monitors purchases in accordance with all University and State policies and procedures. Secures approval and sends invoices with proper documentation for final payment processing. Updates and tracks expenses in project budgets. Works with Controller’s office on journal entries for Capital Projects.
• Manages project closeout procedures on all projects. Works with Project Managers on closeout checklists, reconciling budgets, determining final project balances, working with Purchasing Dept on final invoicing and closing Purchase Orders. Researches Facilities Management work orders for accounting transactions and approvals and final reconciliation for charges to project budgets.
• Manages the Classroom Chair Replacement program. Collaborates with Facilities Management, Project Managers, departments and furniture vendors to replace classroom furnishings that are in disrepair. Researches and makes claims on warranties, tracks delivery, repair or replacement of chairs.
• Coordinates with Operations Business Administration for student employee support for ODC, and administrative support for ODC functions.

Minimum Qualifications

Education and Experience:

• A bachelors degree or progressive administrative experience in a professional or administrative setting equivalent to a degree is required.
• Five years of professional experience in an organization related to design, construction, project management, facilities management or closely related field.
• Strong administrative skills, excellent oral and written communications skills, critical thinking and creative problem-solving skills, ability to work as part of a team and the capacity to function independently are required.

Knowledge, Skills, and Abilities:

• Knowledge of Colorado Revised Statutes, the State Fiscal Rules and State Buildings Programs, or ability and willingness to gain this knowledge within the first three months of employment.
• Interpersonal, written and verbal communication skills
• General knowledge of the design, project management or construction industry
• Proficient in MS Office Suite

Preferred Qualifications

Education and Experience:

• 5 years experience in project administration role within the State of Colorado.
• General knowledge of the construction industry within the State of Colorado
• Experience working at an Institute of Higher Education

Physical Requirements

• This position will typically work in an indoor professional office environment. Walking at a construction job site and in-state travel to meetings with the Office of the State Architect are required.

Salary and Benefits

$60,700 - $70,000

Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.

Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes:

• Fully paid health and dental premiums
• Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus.
• Fully vested retirement plan on first day of employment, with generous employer contribution
• Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)
• Free RTD Ecopass

All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the on-campus Recreation Center (fitness classes and training, swimming pool and more), equipment rentals through the Outdoor Rec Center, the Colorado State Employee Assistance Program (CSEAP), and backup child and elder care. Coming soon is an on-campus daycare center. For more information about benefits at Mines, go to mines.edu/human-resources/benefits .

How to Apply

Applicants are required to:

• Complete an online application (personal information, demographic information, references, veteran status)
• Upload a resume or CV
• Upload a cover letter

This advertisement will close at Midnight on October 1, 2023. Applications will not be accepted after that date.

References will not be contacted until later in the selection process and you will be informed before that contact is made.

Mines welcomes everyone to our team; in your application, please feel free to note which pronouns you use (For example - she/her/hers, he/him/his, they/them/theirs, etc). If you need reasonable accommodation at any point in the application or interview process, please let us know.

Successful Completion of a Background Investigation is Required for this Position.

About Mines & Golden, CO

When the world looks for answers, the world looks to Mines.

Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Founded in 1874 with specialties in mining and metallurgy, Mines’ scope and mission have continually expanded to meet the needs of industry and society. Today, we are the No. 38 public university in the nation, recognized for our innovation and undergraduate teaching in science, technology engineering and math (U.S. News and World Report, 2023).

Mines graduates are change makers, boundary breakers and problem solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest returns on investment out there for talented STEM students of all backgrounds.

At the same time, Mines faculty members are pushing their fields in new directions, whether that’s manufacturing, space resources, quantum engineering, carbon capture or more. Mines was recently classified as a R1 “Very High Activity” research institution by Carnegie, a notable feat for any university but particularly one of our size.

That size – roughly 7,000 undergraduate and graduate students – also translates to a close-knit campus community, where employees have opportunities to get involved in multiple ways, continued professional learning is valued and everyone can make an impact.

Community Alliance groups bring together employees for professional development, networking, cultural awareness and community involvement, and all Mines employees also have access to the wealth of activities happening every day on campus – nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few.

And don’t get us started on our hometown. We are located in the heart of Golden, Colorado --with its charming historic downtown and nearby hiking trails – and in close proximity to all that Denver and the Rocky Mountains have to offer. That includes the sunny, high-altitude climate and outstanding outdoor recreation opportunities that make the Denver area an ideal place to live, work and play.

Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world’s problems and educating the next generation of change makers? Are you an individual who values a diverse and inclusive community, where our different perspectives, experiences and cultures enrich the educational and work experience?

Look to Mines.

Equal Opportunity

Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.

Mines’ commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce.

Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!