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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
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
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,
Tracking and Reporting
- 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
Business Services and Operations
- 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.
Education and Experience:
- 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
Knowledge, Skills, and Abilities:
- A bachelors degree or progressive administrative experience in
a professional or administrative setting equivalent to a degree is
- 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.
Education and Experience:
- 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
- Proficient in MS Office Suite
- 5 years experience in project administration role within the
State of Colorado.
- General knowledge of the construction industry within the State
- Experience working at an Institute of Higher Education
Salary and Benefits
- 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
$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
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
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
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
Look to Mines.
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
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!