University of San Diego
Overview
Reporting to the Director of Planning, Design, and Construction, the Project Coordinator is responsible for all administrative functions regarding major and minor capital projects. The Coordinator will assist as needed in planning capital improvement and facility renewal projects. This position will be instrumental in supporting process improvement, cost reduction and risk mitigation. Duties and Responsibilities
Project Coordination: Update and maintain all drawings, specifications and warranty information for projects, in a hardcopy vault and electronically Assist in cost estimating efforts, coordinating with outside cost consultants and cost estimating databases; help create and maintain internal cost estimating database Assist in preparing RFP/RFQ documentation, distribute for bid and prepare results for reporting to project management Create purchase orders and work orders, and manage necessary revisions Track project budgets and review invoices before recommending payment Track change orders to ensure budgets reflect known changes and risks Assist project managers with campus communications regarding logistics and impacts to tenants Ensure all work is documented in the internal construction project database Maintain FCA (Facility Condition Assessment) updates as work is completed Assist Project Managers in setting up initial project budgets and allocate revisions to budgets appropriately Ensure adherence to Campus Design Standards for document revisions and updates Process Improvement
Use a systematic approach to optimize facilities management processes for improved efficiency Proactively identify, analyze and improve current processes within Facilities Management Serve as administrative steward of processes, documenting current and new processes as needed Data Analysis and Report Writing
Develop reports to track project statuses, costs, schedules, completion and efficiency Maintain data systems to provide reports on status of ongoing projects and details of completed work, equipment histories and trends Create spreadsheets and reports to track all projects for Facilities Management, reflecting funding, progress, schedule and scope Internal
Assist with Work Management and Work Control functions of Facilities Management Use CMMS (Computerized Maintenance Management System) for planning, scheduling and reporting all requested projects Ensure work orders are submitted properly and that requested work is legitimate and necessary through coordination with requestor, production, trades, and other FM teams Special Conditions of Employment
Background check:
Successful completion of a pre-employment background check. Degree Verification Requirement:
Official education transcripts required for degree verification purposes. Minimum Qualifications
HS Diploma or GED required Four years of administrative experience, preferably in a facilities management environment. A Bachelor’s degree may substitute for up to two years of work experience (2 years of education equals 1 year of work experience) Experience using software solutions to schedule/plan project activities, track progress and budgets, and closeout and document projects Experience with blueprint management and archiving project paperwork electronically and in hard copy Proven ability to coordinate multiple tasks in an environment of changing priorities Preferred Qualifications
Bachelor’s Degree preferred Performance Knowledge, Skills and Abilities
Budgeting and financial accountability; excellent oral and written communication; alignment with the university’s mission Some experience with TMA, MAXIMO or similar CMMS for work order generation and tracking preferred Excellent verbal and written communication and analytical/problem-solving skills Experience in database management and office software including report writing Ability to produce professional correspondence, reports and recommendations to managers and supervisors; daily interaction with contractors and trades Ability to work with a diverse group in a positive, productive manner Ability to input significant data into internal databases and spreadsheets with attention to detail and speed Compensation and Benefits
$27.27 - 31.32 per hour; Excellent Benefits The University of San Diego offers a competitive benefits package including medical, dental, vision, a retirement contribution and on-campus fitness centers. Please visit the benefits section of our website for details. USD: Human Resources: Benefits The salary range provided reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget. Application Instructions
Resume Required Click the Apply Now button to complete our online application and upload a resume to your application profile for the hiring managers’ review. For questions or difficulties, contact the Employment Services Team at jobs@sandiego.edu. Hours:
40 hours per week Note: External job postings will be open for at least three days. Applications will be reviewed during the posting period. USD is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree. Advertised:
August 11, 2025 Pacific Daylight Time
#J-18808-Ljbffr
Reporting to the Director of Planning, Design, and Construction, the Project Coordinator is responsible for all administrative functions regarding major and minor capital projects. The Coordinator will assist as needed in planning capital improvement and facility renewal projects. This position will be instrumental in supporting process improvement, cost reduction and risk mitigation. Duties and Responsibilities
Project Coordination: Update and maintain all drawings, specifications and warranty information for projects, in a hardcopy vault and electronically Assist in cost estimating efforts, coordinating with outside cost consultants and cost estimating databases; help create and maintain internal cost estimating database Assist in preparing RFP/RFQ documentation, distribute for bid and prepare results for reporting to project management Create purchase orders and work orders, and manage necessary revisions Track project budgets and review invoices before recommending payment Track change orders to ensure budgets reflect known changes and risks Assist project managers with campus communications regarding logistics and impacts to tenants Ensure all work is documented in the internal construction project database Maintain FCA (Facility Condition Assessment) updates as work is completed Assist Project Managers in setting up initial project budgets and allocate revisions to budgets appropriately Ensure adherence to Campus Design Standards for document revisions and updates Process Improvement
Use a systematic approach to optimize facilities management processes for improved efficiency Proactively identify, analyze and improve current processes within Facilities Management Serve as administrative steward of processes, documenting current and new processes as needed Data Analysis and Report Writing
Develop reports to track project statuses, costs, schedules, completion and efficiency Maintain data systems to provide reports on status of ongoing projects and details of completed work, equipment histories and trends Create spreadsheets and reports to track all projects for Facilities Management, reflecting funding, progress, schedule and scope Internal
Assist with Work Management and Work Control functions of Facilities Management Use CMMS (Computerized Maintenance Management System) for planning, scheduling and reporting all requested projects Ensure work orders are submitted properly and that requested work is legitimate and necessary through coordination with requestor, production, trades, and other FM teams Special Conditions of Employment
Background check:
Successful completion of a pre-employment background check. Degree Verification Requirement:
Official education transcripts required for degree verification purposes. Minimum Qualifications
HS Diploma or GED required Four years of administrative experience, preferably in a facilities management environment. A Bachelor’s degree may substitute for up to two years of work experience (2 years of education equals 1 year of work experience) Experience using software solutions to schedule/plan project activities, track progress and budgets, and closeout and document projects Experience with blueprint management and archiving project paperwork electronically and in hard copy Proven ability to coordinate multiple tasks in an environment of changing priorities Preferred Qualifications
Bachelor’s Degree preferred Performance Knowledge, Skills and Abilities
Budgeting and financial accountability; excellent oral and written communication; alignment with the university’s mission Some experience with TMA, MAXIMO or similar CMMS for work order generation and tracking preferred Excellent verbal and written communication and analytical/problem-solving skills Experience in database management and office software including report writing Ability to produce professional correspondence, reports and recommendations to managers and supervisors; daily interaction with contractors and trades Ability to work with a diverse group in a positive, productive manner Ability to input significant data into internal databases and spreadsheets with attention to detail and speed Compensation and Benefits
$27.27 - 31.32 per hour; Excellent Benefits The University of San Diego offers a competitive benefits package including medical, dental, vision, a retirement contribution and on-campus fitness centers. Please visit the benefits section of our website for details. USD: Human Resources: Benefits The salary range provided reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget. Application Instructions
Resume Required Click the Apply Now button to complete our online application and upload a resume to your application profile for the hiring managers’ review. For questions or difficulties, contact the Employment Services Team at jobs@sandiego.edu. Hours:
40 hours per week Note: External job postings will be open for at least three days. Applications will be reviewed during the posting period. USD is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree. Advertised:
August 11, 2025 Pacific Daylight Time
#J-18808-Ljbffr