Grounds Project Systems Coordinator

Project Systems Coordinator

Exercising good judgment and discretion, while working independently and as part of a team, the Project Systems Coordinator is responsible for organizing, scheduling, and engaging in all aspects of the daily operations of the Grounds department, including the Project Tracking & Management Systems within the University's Facilities Management Division.

Essential Functions and Responsibilities

1. 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. Facilities Management Division employees are 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, and summer camps amongst other planned and unplanned events throughout the year. Must be available to work scheduled and unscheduled hours as emergency needs arise.

2. Reports to work at the required time and performs duties as assigned by Director of Grounds / Project Manager and / or Sr. VP of Facilities Management.

3. Responsible for organizing, scheduling, and generally engaging in all aspects of daily, departmental operations.

4. Works effectively as a team member, embracing and fostering the mission of Liberty University, as well as the mission of Facilities Management.

5. Attends all relevant meetings and trainings required by the university, division, and department.

6. Performs all other duties as assigned.

7. Manages and maintains the construction project process, including documentation, procedures, policies, workflows, electronic systems, and process standards. Remains current on all construction activities.

8. Manages and maintains renovation requests via the electronic Project Inquiry Form (e-PIF) tracking system, including the workflow of the system and the project process.

9. Creates, manages, and maintains the tracking of all renovation requests via departmental Project Logs (smartsheet). Ensures all pertinent project details are recorded and follows up with the appropriate responsible parties to update any missing information.

10. Main point of contact for the e-PIF and any renovation projects for Customers, the department, and the division. (

• Customers are defined as any staff member of Liberty University, Liberty Christian Academy or Thomas Road Baptist Church.)

11. Collaborates with other Facilities Management departments to prepare Budget Estimate forms for renovation requests assigned to Grounds Department.

12. As needed or directed, assist with scheduling meetings and appointments with vendors, contractors and / or other university departments.

13. Advises Project Manager and / or Director of Grounds on the status of project budgets, schedule impacts, project completions and project closeouts.

14. Creates, maintains, and distributes project reporting and ad-hoc reporting for the department and division. This includes special reporting for Executive Management.

15. Creates and maintains financial reporting for projects. Also responsible for tracking and creating the reporting for projects that are funded with a Facilities Management funding code.

16. Assists with tracking, maintaining, and updating the operating budget report for the department.

17. Maintains the department's office condition and arrange for necessary repairs via the work order system.

18. Assists with organizing and maintaining office operations and procedures.

19. Coordinates and organizes office activities, conferences, and meetings, as directed. Provide general support to department office visitors.

20. Maintains office equipment and office supplies. Submits the appropriate tickets, work orders and purchase orders to accomplish this. Adheres to all university guidelines and policies for ticket submissions and / or purchases to maintain equipment and obtain supplies. Stays abreast of purchasing policies and attends financial training as appropriate.

21. Collaborates with Facilities Management Transportation to maintain all 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 issues, and maintaining the vehicle sign-out process and associated log.

22. Manages and maintains the Smartsheets for the department.

Qualifications, Credentials, and Competencies

Bachelor's Degree in business or construction-related program or a minimum of 2+ years' experience in related management or construction environment or accepted equivalent work experience. Basic knowledge of budgets and estimating processes and procedures is preferred. General working knowledge and understanding of all project management control systems (scheduling, estimating, cost control, and procurement) is preferred. Proficiency in Microsoft Office suite.

Effective communication both verbally and in writing. Ability to intuitively reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature. Regularly required to lift 20 pounds. As needed, must be able to work on weekends, holiday, and flexible daily / evening hours when office work schedule demands. Must have proof of a valid Virginia driver's license, an acceptable DMV record, and liability insurance is required as periodic driving of university vehicles may be required for travel in the performance of the essential functions of this position. Certifications obtained while employed by Liberty University at the expense of the employer will be reimbursed back to the University upon voluntary termination (resignation) for the first 12 months after acquiring it.