Operations Project Coordinator

The Operations Project Coordinator serves as a vital mid-level professional responsible for the day-to-day execution and coordination of institutional projects within Facilities Security and Auxiliary Services. This role ensures that project timelines are met documentation is precise and communication remains fluid between campus stakeholders and external partners.

The Operations Project Coordinator works closely with the Vice President of Operations department heads facilities staff security personnel and external vendors to bring structure accountability and follow-through to institutional projects. This individual serves as an ambassador for the college ensuring that all projects support both operational excellence and the distinctive culture of Stephens College.

Responsibilities:

1. Project Execution and Tracking: Manages the day-to-day coordination and monitoring of operational projects to ensure timely completion and quality outcomes.

• Maintains and updates detailed project schedules task lists and milestones for operational initiatives across Facilities Security and Auxiliaries.
• Monitors project progress daily identifying potential bottlenecks or resource gaps and escalating them to leadership with proposed solutions.
• Coordinates the logistics of site visits contractor access equipment deliveries and inspections to ensure minimal disruption to campus life.
• Ensures all project-related documentationincluding contracts permits warranties and compliance materialsis accurately tracked and filed.
• Tracks project deliverables and holds vendors and contractors accountable to agreed-upon timelines and specifications.
• Supports the bidding and RFP (Request for Proposal) process by organizing submissions and coordinating review committees.

2. Operational Liaison and Communication: Serves as a primary point of contact for project stakeholders ensuring clear and consistent communication across all phases of project work.

• Acts as liaison between Facilities Security Auxiliary Services and campus departments (Academic Affairs Student Life Human Resources) regarding project impacts and timelines.
• Serves as a primary point of contact for external vendors and contractors ensuring they adhere to college standards and project specifications.
• Facilitates communication and coordination for cross-functional project teams.
• Drafts project updates status reports dashboards and briefing materials for leadership review.
• Assists in coordinating cross-functional meetings ensuring clear agendas and actionable follow-up items.
• Communicates project timelines and impacts to campus constituents in a clear professional and timely manner.

3. Administrative and Financial Coordination: Maintains the administrative infrastructure necessary for successful project delivery and institutional compliance.

• Manages the processing of purchase requisitions invoices and contract renewals related to operations projects.
• Assists in tracking project budgets highlighting variances and supporting the preparation of financial reports.
• Maintains accurate and organized project files contracts permits warranties drawings and compliance documentation.
• Maintains the centralized repository for all operational SOPs (Standard Operating Procedures) and compliance documentation.
• Ensures that all operational activities comply with college policies regulatory standards and best practices.
• Supports long-range operational planning and capital planning documentation efforts.

4. Quality Control and Stewardship: Ensures that project outcomes meet the high standards of quality safety and stewardship expected by the Stephens College community.

• Conducts regular walkthroughs of project sites to ensure work aligns with the colleges aesthetic safety and quality standards.
• Supports the implementation of sustainability initiatives and risk management protocols across all operational projects.
• Assists in the onboarding of new vendors or auxiliary partners to ensure they understand the Stephens College mission and culture.
• Evaluates project processes and recommends improvements to increase efficiency and reduce risk.
• Participates in coordinating staff and organizational events related to project launches milestones or campus initiatives.
• Updates job knowledge by participating in educational opportunities; reading professional publications; staying current on trends in higher education operations and project management.

• Bachelors degree in Business Administration Operations Management Project Management or related field preferred; or equivalent combination of education and relevant experience.
• 24 years of demonstrated experience in project coordination facilities operations or administrative management.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Demonstrated ability to manage multiple projects and priorities simultaneously in a deadline-driven environment.
• Strong written and verbal communication skills.
• Proficiency with project management tools (e.g. Asana Smartsheet or similar) and Microsoft Office Suite.
• Collaborative mindset and ability to work effectively across departments and with external partners.
• Must be adept at problem-solving including the ability to identify issues and resolve problems in a timely manner.
• Must be dependable able to follow instructions and respond to management direction.
• Must have the ability and means to travel on a flexible schedule as needed; proof of liability and property damage insurance on vehicle used is required.

Preferred Qualifications:

• Experience in higher education nonprofit hospitality healthcare or similarly complex institutional settings.
• Familiarity with facilities management construction workflows security systems or capital project processes.
• Experience supporting budgets contracts and vendor management.
• Knowledge of auxiliary services operations food service transitions or campus services.
• CAPM (Certified Associate in Project Management) or similar certification is a plus.

Core Competencies & Attributes:

• Execution-focused and results-oriented
• Highly organized with strong attention to detail
• Collaborative team player
• Calm solutions-focused and adaptable
• Service-minded and student-centered
• Trustworthy with sensitive information
• Committed to accountability and continuous improvement

Stephens College is a nationally recognized mission-driven institution with a nearly 200-year legacy of educating leaders and innovators. Our campus blends historic architecture with modern learning environments and our operations team plays a critical role in supporting student success institutional growth and community life.

This role offers the opportunity to make a visible lasting impact on campus projects and operational excellence working closely with the Vice President of Operations and colleagues who value stewardship transparency innovation and care for both people and place. The Operations Project Coordinator position is designed for a professional looking to grow into a leadership position within institutional operations.

Founded in 1833 Stephens College is the second-oldest womens college in the United States dedicated to providing innovative experiential and career-focused education across various disciplines. Located in Columbia Missouri Stephens College continues to be a leader in womens education fostering a community where students are empowered to lead innovate and excel. The college also provides flexible co-educational masters degrees and certificates for working professionals and is home to the co-educational Conservatory for the Performing Arts at Stephens College.

Ranked (over and over again) as one of the best college towns in America Columbia Missouri is home to 36000 college students and 118000 residents. Columbia conveniently located approximately 100 miles from both Kansas City and St. Louis has it all: big-time college sports film music and arts festivals a high-energy arts community amazing recreation and a great downtown with lots of places to eat shop snack and check out the latest bands. The Columbia community offers outstanding health care options as well as excellent educational opportunities for every level of student (including our own Childrens School).

Be a part of this amazing community of innovative thinkers doers and dreamers.

Stephens is an Equal Opportunity Employer and will recruit and employ qualified personnel without regard to race color religion sex sexual orientation national origin age disability or status as a veteran.