Facilities Project and Design Coordinator

Wesleyan University founded in 1831 and located in Middletown Connecticut is a leading liberal arts institution recognized for its academic excellence vibrant community and commitment to inclusion and innovation.

Reporting to the Director of Campus Planning the Facilities Project and Design Coordinator performs space analysis programming interior layout development minor MEP coordination contract furniture design building finish selection and small scale project execution that supports the Universitys planning and design initiatives. This position blends planning facility design and hands on project delivery contributing to a wide range of academic administrative and student-life projects across campus.

Key responsibilities include:

Project Planning Design and Administration

• Consult historical building documentation in the print library.

• Conduct site visits to verify and document existing conditions; update AutoCAD drawings accordingly.

• Develop project scope plan spaces specify and design contract furniture concepts in consultation with clients ensuring alignment with budget constraints and project goals.

• Evaluate how HVAC electrical data life-safety systems and structural constraints impact proposed layouts or space changes.

• Select and specify coordinated campus standards.

• Facilitates and coordinates input from multiple trades during project planning including movers electricians plumbers general contractors and furniture suppliers.

• Provide comprehensive project coordination cost tracking contract management and related documentation for multiple concurrent projects.

• Maintain and update AutoCAD files and space attribute data for University buildings.

• Demonstrate flexibility and willingness to contribute to the Facilities and Construction team as needs arise.

Project Management and Execution

• Manage multiple renovation and improvement projects (typically under $250000) from concept through includes managing budgets contracts and schedules for assigned projects to ensure on-time on-budget and on-scope delivery.

• Plan and oversee faculty and staff move requests coordinating furniture finishes power data lighting and minor mechanical reconfigurations.

• Coordinate and schedule work across multiple trades including contractors vendors and campus partners to maintain project quality and schedule.

• Support classroom and student-space renovation efforts and other projects that enhance campus functionality.

• Develop design presentations and guide stakeholders through planning options and finish selections to ensure alignment with University standards and project objectives.

• Review and approve project invoices to verify compliance with budgets scopes schedules and contract terms.

• Maintain thorough project documentation including photos meeting notes and summary reports to support project tracking and closeout.

Working Conditions:

• This position involves occasional physical activity including climbing ladders reaching overhead lifting moving and positioning furniture and accessing confined or elevated spaces such as basements and attics.

• Employee may need to carry a laptop bag carpet or finish samples and other materials weighing up to 30 pounds with or without accommodations when visiting on-campus clients job sites or architects office.

• This role involves schedule flexibility including occasional early morning hours for deliveries installations or project deadlines.

Minimum Requirements

• Associates degree in Interior Design Architecture Construction Management Facilities Management Planning Design or related field with at least 5 years of relevant professional experience or an equivalent combination of education training and experience.

• Must be at least 20 years of age and possess a valid U.S. drivers license for a minimum of three years with a satisfactory driving record.

• Ability to develop accurate space plans and evaluate impacts of HVAC electrical data and life-safety systems.

• Demonstrated ability to manage multiple concurrent projects while coordinating all trades and vendors.

• Demonstrated skills in developing monitoring and maintaining project budgets.

• Proficiency in measurement tools such as tape measures or laser distance devices.

• Strong computer skills including proficiency in AutoCAD MS Office Suite MS Project PowerPoint Adobe CAFM and related systems for design planning budgeting and project management.

• Effective communication and presentation skills supported by a client-service mindset.

• Ability to balance practical problem solving with creative thinking with regard to renovating campus spaces in alignment with Campus Planning Principles.

• Self -motivated with the ability to work independently take initiative and resolve challenges proactively.

• Build and maintain positive collaborative relationships with campus clients Physical Plant staff and external contractors to ensure project success.

• Capacity to thrive in a fast-paced team-oriented environment.

• Proficient organizational and project management skills.

• Ability to work independently manage deadlines and solve practical design and construction challenges creatively.

• Working knowledge of building codes accessibility standards and office safety procedures.

Preferred Qualifications

• Bachelors degree in planning Design Architecture Construction or equivalent plus at least two years of relevant professional experience.

• Proficiency in project cost accounting scheduling and CAFM or other space management software.

• Demonstrated ability to interpret the project scope and goals understanding their impact on surrounding departments and ensure alignment with the Campus Master Plan.

• Working knowledge of ADA and Life Safety guidelines as related to space planning - i.e. door swings and clearances dead end corridor limits aisle widths room occupancy limits etc.

• Relevant experience in space planning contract furniture design and specification cost estimating budgeting and AIA contract standards.

• Knowledge of ergonomics and furniture modifications to promote comfort and prevent repetitive strain injuries.