The Project Support Coordinator position assists the Architecture and Engineering project management team in fulfilling the mission of Facilities Management in creating and enhancing learning and living environments that promote student success and research excellence.
Under the supervision of the director of Architecture and Engineering, this position works with the A/E team on all administrative, contractual and coordination aspects of project management for construction and renovation projects. This position assists with the planning, coordinating, and oversite of projects by preparing and processing documents, tracking document life cycle, and archiving project documents. This position provides logistical support for projects. Incumbent must be able to understand and interpret University policies/ standards and procedures as well as the Office of the State Engineer’s standards and procedures and SC procurement code.

Associates degree, OR, any equivalent combination of experience, training and/or education from which comparable knowledge, skills, and abilities have been achieved.

Excellent written and verbal communication skills are required. Excellent computer skills are required including proficiency in Microsoft Office, Excel and the ability to become proficient in AiM and other project management software. Applicant must have experience with customer service. Knowledge of construction practices is required. Demonstrated skills in preparing business correspondence, reports and documentation is also required.

Knowledge of construction processes and documentation is preferred. Experience with AIA construction contacts, OSE documents and insurance documentation is desired. Preference will be given to applicants with experience working with South Carolina Office of the State Engineer and SC state procurement code. Preference will be given to applicants with experience with AiM project software. Candidates with an equivalent combination of experience and/or education are encouraged to apply.

Must have excellent written and verbal communication skills. Excellent phone and customer service skills are required. The ability to integrate, interpret, and communicate information from diverse sources to address complex issues is required. Must have strong interpersonal, organizational and motivation skills. Skill in organizing resources and setting priorities is required.

Must have the ability to establish and maintain effective working relationships with a variety of individuals throughout a diverse campus community while maintaining a professional demeanor at all times. Must be capable of initiating, coordinating and completing multiple projects and complex administrative tasks simultaneously, with minimal supervision, while ensuring deadlines are met. Must have the ability to take initiative in assessing and resolving problems and anticipating future needs.

Must have excellent attention to detail and strong analytical, research, and problem-solving capabilities. Ability to analyze and interpret data is essential. Must be a self-starter that can be flexible and adjust to changing priorities and direction at short notice.

Must be skilled with databases, spreadsheets, PC/Mac and Microsoft Suite (Outlook, Word, Excel, and PowerPoint). Experience with Adobe is strongly preferred. Experience with eProcure and AiM Work Order Management software and AiM Project software is preferred. Experience with OSE requirements and SC state procurement code is preferred.

All employees at the College are expected to perform their jobs in a safe manner in accordance with best safety practices as prescribed by their department, the Office of Environmental Health and Safety, and the Occupational Health and Safety Administration training as provided by Facilities Management at the College of Charleston.

Must be physically able to carry out duties as described to include bending, reaching, stooping, traversing stairs, and walking to and from the campus to perform administrative duties. Must be able to lift packages and equipment weighing up to 30 lbs. Some overtime work may be required, on weekends and outside of normal working hours occasionally on an as-needed basis. Must be able to work the hours of 7:30am – 4:00pm M-F. May be required to be on campus prior to and immediately following all emergencies such as hurricanes, floods, snow/ice storms etc.

Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

*Salary is commensurate with education/experience which exceeds the minimum requirements.

Offers of employment are contingent upon a successful background check.

All applications must be submitted online https://jobs.cofc.edu.

The College of Charleston is an equal opportunity employer and does not discriminate against any individual or group on the basis of sex, gender (including gender identity and/or expression), pregnancy, race, religion, color, national origin, age, disability, military or veteran status, sexual orientation, genetic information, and other classifications protected by applicable federal, state, and local laws. For more information, please visit eop.cofc.edu.

1. CONTRACT ADMINISTRATION AND PROCUREMENT SUPPORT

Manages Task Order Contracts (TOC), Indefinite delivery (IDQ) and other vendor contracts. Responsible for associated advertising, selection, contract award, oversight and renewal. Assists with preparing AIA and Office of the State Engineer (OSE) contracts and forms.

Assists with project related financial information (quotations, bid documents, purchase orders, invoices, and payments) regarding consultant, contractor and project related goods/services procurements. Assists project managers with entering and issuing purchase orders, change orders, Eprocure carts, monitoring advancement thru AiM workflow system, and payment of project invoices.

Adheres to budget procedures and daily operations processes according to policies and procedures established by the College, State, and other governing agencies. Ensures services are managed in compliance with College and departmental standards, policies and procedures. Keeps informed of, interprets, and applies rules, regulations, policies and procedures set forth by the College and the State.

Assists project managers and finance manager with vendor record keeping; vendor insurance oversight, licenses and new vendor setup.

2. PROJECT MANAGEMENT SUPPORT

Assists with administrative project preparation under the direction of project managers, coordinating hazmat testing and abatement, archeological studies, site surveys, construction signage, stakeholder communication and other activities associated with project preparation and setup. Coordinates and assists project managers with meetings involving architects, engineers, contractors, state officials, and College administrative personnel for the purpose of scheduling, planning and resolution of conflicts on construction and renovation projects. Accurately and promptly assists project managers with providing information required by project architects/engineers. Coordinates with Utilities to process energy credits and with Sustainability to maintain LEED and Green Globes files.

Assists with preparing OSE documentation; justifications, requests for quotations (RFQs), requests for proposals (RFPs) and other documents associated with A/E and Alternate Delivery Method procurements. Manages swing space coordination and renovations; coordinates with project managers, Facilities Planning, occupants, A/E and contractors as needed.

Oversees non-CofC projects on CofC property.

Assists with project closeout; coordinates with Facilities Planning to file closeout documents, coordinates new equipment training for operations staff and helps manage project handoff process.

3. DEPARTAMENTAL SUPPORT

Assists with implementing standard A&E departmental filing system. Creates standardized A&E departmental templates to improve efficiency. Assists with creating process checklists and assembling A&E departmental manual. Assists with A&E departmental migration to OneDrive.

Develops, updates and manages project warranty spreadsheet. Assists with updating the Deferred Maintenance and Capital Projects Status spreadsheets. Updates and manages A&E section of department website. Coordinates cone zone bi-weekly updates with Facilities Planning.

Updates and manages Office of Legal Affairs (OLA ) modification documents. Collects, maintains and shares minority vendor data with Finance Manager/Procurement.

Monitors grant opportunities and assists with submittals. Assists with intern and student worker programs.