Design Project Coordinator Facilities Services UTK

This position is essential for planning design and construction project coordination including: collaboration with Facilities Services (FS) FS Budget Director the UT Knoxville campus (UTK) UTK Finance and Administration and the UT System to ensure policies and procedures are being adhered to; appropriate funding accounts are provided and established; coordinating with various FS UTK and UT System departments to identify appropriate team members stakeholders and processes; ensures projects are accurately initiated through various management and financial systems; acts as a liaison providing a high degree of customer service representing FS Planning & Design during the project initiation and close out processes.

• Responsible for the gathering of preliminary project data and information
• Supports the Project Manager in coordinating departmental responses for data requests.
• Enters data into databases and forms oversees daily administrative operations focusing on data compiling entry record-keeping project file maintenance tracking and reporting.
• Collaborates extensively with various Facilities Services Units UTK Campus entities and UT System Department of Capital Projects (DCP) providing top-tier customer service while disseminating project reporting data addressing inquiries and coordinating project data requests.
• Plays a pivotal role in forming project teams by disseminating preliminary project information and documents as well as providing tracking support fostering robust interdepartmental collaboration.
• Aids the Project Manager in maintaining visibility into ongoing and submitted projects by generating project status reports.
• Executes administrative and accounting tasks including identifying suitable funding accounts by liaising with FS Department Budget Director DCP Budget Director UTK Finance and Administration or the UTK campus entity Fiscal Officer.
• Establishes project folders and adheres to a standardized naming convention for each project.
• Assists the Project Manager in resolving queries or issues pertaining to planning design and construction project documents including budgets schedules and scopes provided by various departments.
• Collaborates with Design and Construction teams to identify and implement process improvements and enhance efficiency in project data compiling and reporting.

Specific Responsibilities:

1. Initial Project Requests:

Receives all initial Capital and Non-Capital design and construction project requests.

Coordinates with the requesting department for approval and funding accounts.

2. Project Approval:

Validates project funding accounts with appropriate Fiscal Officers ensuring accuracy in accounting system and proper authorization.

3. Project Funding:

Obtains all necessary documentation for account charge approval.

Obtains data and completes and submits the required SBC/DB70 documentation upon review and approval of Project Manager.

Routes the project according to established processes.

4. Documentation and Billing:

Maintains documentation for Project and Project add-ons submitted during projects.

Upon approval of design and construction projects coordinates with FS Business Services to transfer estimated costs from funding account into project holding account through accounting system.

Upon project completion ensures that the proper closeout procedures are followed.

Document Preparation and Refinement: Prepares and refines various documents including letters reports records and procedural and financial-related materials ensuring polished and finalized copies from rough drafts.

Procedure Development and Oversight: Develops implements advises on and maintains departmental operating and reporting guidance ensuring alignment with the latest campus and system policies.

Project Financial Oversight: Assists the FS Business Services office in the coordination of planning design and construction project financial closures ensuring accuracy and timeliness throughout the process.

• Required Education/ Experience:
  • High School Degree with 3 years specialized experience in accounting or equivalent combination of education training and experience.

• Required Knowledge Skills Abilities:

  • Proficiency with spreadsheets databases and office productivity software.

    • Proficiency with Microsoft Office Software to include Word Excel PowerPoint and Access.

    • Proficiency with financial accounting software.

    • Familiarity with PDF editing software such as Bluebeam and Adobe Acrobat.

    • Attention to detail accuracy strong organization skills.

    • Ability to work well with others in a team environment with a strong cross-dept. collaboration mindset.

• Other Conditions:
  • Valid Drivers license
  • Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-basedvisa status.

Preferred Qualifications

• Education: Bachelors Degree
• Experience:
  • Experience managing financial accounts for planning design and construction projects in higher education.
  • Experience with facilities maintenance and services in higher education.
  • Experience with the integration and implementation processes of an ERP system.
  • Certified Associate in Project Management or other relevant certification preferred.
  • Knowledge of design and construction processes.
  • Knowledge of financial accounting.

Work Location

• University of Tennessee Knoxville TN Campus
• This is an on-site position

Compensation and Benefits

• UT market range: MR07
• Find more information on the UT Market Range structurehere
• Find more information on UT Benefitshere

About The College/Department/Division

UT Facilities Services is responsible for the care and keeping of more than 300 facilities and utilities systems in and around Knoxville. As the University of Tennessee Knoxvilles largest non-academic department team members are responsible for facilities maintenance and repair custodial needs landscaping and lawncare utility work in-house and capital construction projects facilities planning and design environmental initiatives pest control campus event services and facilities administration functions for both the flagship campus and the agricultural institute. The Facilities Services staff provides around-the-clock coverage to ensure students staff faculty and fans have a consistent and positive experience every time they step foot on Rocky Top.