Planning & Project Coordinator

Department Facilities Planning, Design and Construction Planning & Project Coordinator Position Summary The Planning & Project Coordinator supports the Planning, Design & Construction (PDC) department by coordinating project intake, maintaining project financial and administrative processes, supporting institutional space planning initiatives, and managing small renovation and improvement projects. This position serves as a key operational resource for the department, ensuring projects, data, and processes are organized, accurate, and moving efficiently from initiation through closeout. The position works collaboratively with campus stakeholders, consultants, contractors, vendors, and internal departments to support the University's capital planning, space management, and project delivery objectives. Duties and Responsibilities Project Intake & Coordination 20% - Coordinate the department's project intake process, including receiving, organizing, and tracking project requests. - Facilitate project triage and assignment in collaboration with PDC leadership and team members while maintaining accurate project records. - Serve as an initial point of contact for project inquiries and coordinate with appropriate PDC team members and campus stakeholders. - Serve as the primary PDC liaison for AHEC-led projects, coordinating communication between AHEC, PDC team members, and MSU Denver stakeholders and ensuring appropriate parties are engaged and informed throughout project delivery. - Coordinate campus communications related to project activities, logistics, impacts, and other relevant project information. - Maintain project information and documentation throughout the project lifecycle and support the accuracy of project information on departmental websites and other communication platforms. - undefined Project Financial Administration - 10% - Support department-wide financial tracking, reconciliation, and reporting. - Coordinate preparation and processing of state-required capital project forms, approvals, and reporting. - Coordinate procurement documentation, purchase orders, contracts, invoices, pay applications, and project closeout documentation. Space Planning & Campus Data - 15% - Support campus space audits and conduct field verification of institutional space data. - Support institutional space inventory, utilization data, and related databases, including coordinating regular updates and data exchange with AHEC. - Support space planning studies, occupancy analyses, and space allocation initiatives. - Assist with the development of reports, metrics, and analyses that support institutional decision-making and space governance. - Support ongoing efforts to improve the accuracy, consistency, and accessibility of campus space information. Small Project Management - 40% - Coordinate and manage assigned small renovation and improvement projects, including paint, flooring, signage, furniture, wayfinding, accessibility improvements, and minor facility renovations. - Develop project scopes, schedules, budgets, and coordination plans for assigned work. - Coordinate consultants, contractors, vendors, AHEC, and campus stakeholders throughout project delivery, including meetings, site coordination, installations, and other project activities. - Monitor project progress and proactively address issues to ensure scope, schedule, budget, and quality expectations are achieved. - Maintain effective communication with campus stakeholders throughout planning, implementation, and project closeout. Department Operations - 10% - Maintain departmental standards, project files, templates, and procedures. - Support development and continuous improvement of department processes and workflows. - Assist with departmental reporting, performance metrics, and special initiatives. - Perform other duties as assigne . Position Competencies: - Demonstrates values-based leadership by modeling CADRE values, building trust through self-awareness and emotional intelligence, seeking feedback, and navigating conflict productively. - Ensures operational effectiveness by managing priorities, time, and resources responsibly, adhering to policies, delivering measurable results, and meeting performance expectations. - Aligns individual work with team and departmental goals by contributing to shared priorities, seeking clarity, and adapting to change in support of the 2030 Strategic Plan. - Practices collaboration by communicating clearly, checking for understanding, building strong relationships, and engaging diverse perspectives to achieve shared outcomes. - Advances equity and belonging with awareness of culture and potential biases, listens openly to diverse perspectives, contributing to respectful and inclusive work relationships. - Innovates by developing professional skills, staying informed on relevant trends, and identifying opportunities to improve processes and outcomes. Required Qualifications - Bachelor's degree in Construction Management, Architecture, Interior Design, Planning, Business Administration, Public Administration, Facilities Management, or a related field. - Experience or demonstrated knowledge related to project coordination, facilities, construction, planning, design, higher education, or a related field. Relevant experience may be gained through employment, internships, academic work, or other applied settings. - Experience coordinating multiple projects simultaneously. - Experience tracking project budgets and maintaining financial records. - Strong organizational, communication, and customer service skills. - Proficiency with Microsoft Office, including Excel. Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet ALL required qualifications. Preferred Qualifications - Experience in higher education, government, or other public-sector organizations. - Experience with space planning, space management, or facilities databases. - Two or more years of relevant professional experience in project coordination, facilities planning, construction administration, architecture, engineering, higher education, or a related field. - Familiarity with state capital project processes and public procurement. - Experience coordinating consultants, contractors, and vendors. Knowledge of construction project delivery methods and project management principles. - Experience with Bluebeam, AutoCAD, Revit, GIS, CMMS, or project management software. Skills - Ability to coordinate multiple priorities while maintaining exceptional attention to detail. - Strong analytical and organizational skills. - Ability to interpret drawings, project documents, and financial information. - Excellent written and verbal communication skills. - Ability to build collaborative working relationships across diverse stakeholder groups. - Ability to work independently while exercising sound judgment. - Commitment to customer service and continuous process improvement. Work Environment Work is performed primarily in an office environment with frequent travel throughout campus to conduct space audits, observe project progress, and meet with campus stakeholders. Occasional lifting of plans, furniture samples, or equipment up to 25 pounds may be required. Schedule Information Full-time, 40 hours per week Exempt from overtime Hours: Monday - Friday 8:00 am - 5:00 pm Evenings and Weekend Work: Rarely Schedule: Hybrid schedule requiring in person work with the flexibility of some remote work opportunities (subject to supervisor approval) Travel: Some local travel may be needed occasionally Salary for Announcement Under Colorado law, MSU Denv