Project Controls Coordinator I

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

This position reports directly to the Director of Preconstruction (Design & Renovations). This role is responsible for assisting with Project Controls and department administration as outlined below.

Project Controls

• Assists with maintaining the tracking of all renovation projects via an electronic log (currently smartsheet, a web-based application). Responsible for reviewing project details for accuracy and for following up with the appropriate parties for any incomplete information.

• Maintains electronic filing and electronic storage of all necessary files, emails, project details, and documentation related to each project.

• Assists with reviewing project expenses submitted by Project Coordinators and Project Managers. Ensures all expenses and receipts are properly coded per all university financial guidelines, policies and project funds.

• Performs financial auditing of project budgets. Advises Director of Preconstruction on the status of project budgets, schedule impacts, project completions and project closeouts.

• Assists with project reporting and ad-hoc reporting for the department and division.

Department administration

• Maintains office condition, office equipment and office supplies for the department. To accomplish this, submits the appropriate work orders and follow ups accordingly. Adheres to all university guidelines and policies for submissions.

• Coordinates and organizes office activities, conferences, and meetings, as directed. Assists with organizing and maintaining office operations and procedures. Assists with inter-departmental communications, announcements and events.

• Collaborates with the university Environmental Health & Safety (EHS) department to facilitate department safety training and to facilitate the distribution of department staff Personal Protective Equipment (PPE).

• Assists with university vehicles assigned to the department. This includes keeping the inspection and registration current for all vehicles, ensuring vehicles are clean and fueled, reporting any vehicle maintenance/service/damage, and maintaining the departmental vehicle sign-out process.

Required Essential Functions and Responsibilities (for all Facilities Management Personnel)

• Reports to work at the required time and performs duties as assigned by the direct supervisor and/or the Senior Vice President of Facilities Management. Responsible for organizing, scheduling, and generally engaging in all aspects of daily, departmental operations. Additionally, performs all other duties and responsibilities as assigned/required.

• Works effectively as a team member, embracing and fostering the mission of Liberty University and Facilities Management, while following all compliance and confidentiality requirements. Attends all relevant meetings and trainings required by the university, division and department.

• As Essential Personnel, you are expected to be available in the event of school closings, delays, shutdowns, and any emergencies including clean up required because of severe weather incidents. Performs snow removal activities as assigned. Such as shoveling, salting, etc. The FMD is essential to the overall success of Liberty University and its day-to-day functions, especially during ongoing campus events such as Winter Fest, Orientation, Convocation, Commencement, CFAW, summer camps, amongst other planned and unplanned events throughout the year. Must be available to work scheduled and unscheduled hours as emergency needs arise.

QUALIFICATIONS AND CREDENTIALS

Education and Experience

Candidate must possess:

Two-year relevant associate degree in a business-related program; OR a minimum of two (2) years or more relevant experience in a related business environment; OR any equivalent combination of education and training which would provide knowledge, abilities and skills required to perform the essential job functions.

Well-developed relational and communication skills, as well as a desire to work with a team to accomplish goals. Must be courteous, detail-oriented, self-motivated, diligent, trustworthy, and possess strong organizational and planning skills. Must be able to understand and follow instructions, and work under limited supervision. Must have exceptional self-management, time-management skills, with a sense of urgency to grow and improve.

Exceptional knowledge in Microsoft Office Suite (Outlook, Word, Excel, Access, PowerPoint) and excellent computer skills are required. Basic knowledge of budget development processes and procedures is preferred. General working knowledge and understanding of all project management control systems (scheduling, estimating, cost control, and procurement) is preferred.

Certifications obtained while employed by Liberty University and at the expense of the university will be reimbursed back to the university upon voluntary termination (resignation) within 12 months after acquiring it.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB

Communication and Comprehension

• Excellent communication and organization skills, and a strong commitment to customer service.

• Ability to read, comprehend and communicate extremely detailed information in a fast-paced environment.

• Ability to understand, speak and write English to convey messages and correspond in an articulate and professional manner.

Problem Solving

• Intuitively able to reason, analyze information and events, and apply judgment to solve problems of both a routine and complex nature.

• Results driven and detail-oriented, with the ability to recognize discrepancies. Possess a creative-mind with an ability to suggest improvements.

Physical and Sensory Abilities

• Frequently required to sit for extended periods to perform work-related tasks.

• Regularly required to hear and speak to effectively communicate with others.

• Occasionally required to travel to campus and other locations, navigating all types of construction sites.

• Occasionally required to stand, walk and climb to move about the interiors, exteriors and grounds of construction sites.

• Able to handle materials, reach overhead, kneel or stoop. Regularly lift 15 or fewer pounds, occasionally required to lift heavier items for inspecting or conducting other work-related activities in construction and/or maintenance areas.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is an indoor setting that is climate-controlled, well lighted and has moderate noise level. This position requires significant office and computer work. Some travel to other university facilities may be required for meetings and performing assigned functions.

Upon management approval, modified work agreements, flexible hours and modified work locations are available.

Driving Requirement

Able to pass LU driving test and become an authorized LU driver as needed for site visits, in the performance of the essential functions of this position. Proof of a valid Virginia driver's license, an acceptable DMV record, and liability insurance is required, must be able to pass all requirements to be on Liberty University insurance.