Management Program Coordinator

Position: Work Management Program Coordinator
Job Summary

The University of Colorado Boulder is searching for a Work Management Program Coordinator! This position provides essential support to the Facilities Operations' Work Management and Project Support teams, ensuring efficient processes within the department. Key responsibilities include being the Procurement Coordinator for in-house, Trades specific work, maintaining close collaboration with Trades personnel, and having a strong understanding of the UCB construction process.

The role also involves managing the department’s maintenance management software system for the Operations area, maintaining the Equipment Database, and supervising the entire work order lifecycle, including automated billing, cost tracking, and managing campus space/occupancy data. This role also acts as the Insurable Loss Liaison for Facilities Management Operations and may be asked to perform critical services during emergency situations to aid our front-line staff and supervisors, ensuring they have the correct administrative tolls to account for their services.

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

Facilities Management is responsible for the overall physical development and maintenance of the campus. The mission of the department is to provide a safe physical environment that promotes the advancement and transfer of knowledge.

Procurement Coordination

• Be the primary Procurement Coordinator for Facilities Management's Operations' contract needs, managing contract services, and compliance documentation (contracts, permits). Approve purchases and manage PO requisitions and blanket purchase orders, oversee environmental compliance documents, and provide procurement training in compliance with CU System procurement policies and processes. Hold a procurement purchasing card (P-Card) for purchasing business-related goods and services directly.

Integrated Work Management System Maintenance

• Be the point of contact for the maintenance management software system, creating, modifying, and maintaining the preventive maintenance program and equipment database. Research standard processes, recommend system improvements, and generate necessary reports for users.

Project Asset & Warranty Management

• Support the Project Support Team by maintaining accurate warranty information, acting as a contractor liaison, conducting audits, and providing historical work order data for project areas and equipment during the document review process. Establish and document construction and project turnover processes, coordinate cross-campus meetings to streamline workflows. Autonomously compile and format building audit information to support deferred maintenance projects and current replacement value evaluations.

Insurable

Loss Liaison

• Manage insurable property loss events by completing forms, creating and tracking project files in the maintenance management software system, compiling cost estimates and invoices for reimbursement from University Risk Management, and updating project completion status with trade shops and accounting quarterly.

Outage Notification Management

• When required, fulfill back- up communication duties to coordinate building service outage notifications, ensuring clarity, accuracy, and timely distribution to building users and essential departments (i.e., CUPD, IT, fire department). Manage feedback from interested parties to approve or deny requests and update outage policies and…