Project Coordinator

Project Coordinator – Job Summary

Mid-Pacific Institute invites applications for the position of Project Coordinator. Salary: $23.00–$31.25 per hour. The Project Coordinator provides administrative, documentation, scheduling, budget‑tracking, and project coordination support to the Senior Project Manager of Campus Planning and the Senior Director of Facilities & Campus Planning. The role helps maintain accurate project records, coordinate meetings, track schedules and budgets, update capital planning systems, and support timely follow‑up with stakeholders, consultants, vendors, and contractors.

• Provide administrative and project coordination support to the Senior Project Manager and Senior Director.
• Assist planning, coordinating, and tracking campus planning, capital renewal, deferred maintenance, and facilities‑related projects.
• Maintain project schedules, timelines, milestone trackers, task lists, and follow‑up items.
• Coordinate project meetings, prepare agendas, compile materials, record minutes, and track action items to completion.
• Support preparation of project updates, reports, presentations, and committee or leadership meeting materials.
• Maintain accurate and organized project documentation (contracts, permits, drawings, addenda, RFI, invoices, pay applications, warranties, closeout materials, progress reports).
• Track and update campus project information in capital planning and facilities systems (Gordian VFA and other tools).
• Assist with maintenance of archives of design, construction, facility use, compliance, and project records.
• Track project budgets, expenses, invoices, purchase orders, pay applications, and resource allocation.
• Assist with procurement and bid‑related administrative tasks (gathering documentation, organizing vendor info, tracking proposals or contract status).
• Support communication and follow‑up with consultants, contractors, suppliers, and internal departments regarding documentation, scheduling, invoices, and deliverables.
• Serve as coordination point for routine project communications among internal teams, consultants, vendors, contractors, and stakeholders.
• Monitor project tasks, deadlines, documentation gaps, and pending items; provide regular status updates.
• Identify potential risks, delays, missing documentation, budget concerns or stakeholder issues and promptly Escalate to the Senior Project Manager or Senior Director.
• Ensure compliance with organizational policies, project requirements, safety expectations, and documentation procedures.
• Provide logistical and administrative support for campus planning, capital projects, deferred maintenance, sustainability initiatives, and facilities priorities.
• Attend work regularly and predictably.
• Perform other duties and projects as assigned.

• Project coordination, scheduling, and task tracking.
• Strong organizational and time‑management skills.
• Accurate documentation and records management.
• Meeting coordination, agenda preparation, and minute‑taking.
• Clear written and verbal communication.
• Professional follow‑up with internal stakeholders, consultants, vendors, and contractors.
• Budget, invoice, purchase order, and expense tracking.
• Data entry and project tracking in capital planning or facilities systems, including Gordian VFA.
• Attention to detail and ability to maintain complete, current project files.
• Ability to identify issues, delays, or documentation gaps and Escalate appropriately.
• Problem‑solving, follow‑through, and prioritization.
• Team collaboration and customer‑service orientation.
• Proficiency with Microsoft Office Suite, especially Excel, Word, PowerPoint, and Outlook.
• Discretion and confidentiality when handling project, vendor, personnel, or school information.

• Participate in the development of a safe and healthy workplace.
• Comply with instructions for own safety and health and that of others, adhering to safe work procedures.
• Take reasonable care to ensure own and others' safety and health.
• Report injury, hazard, or illness immediately to Supervisor and Human Resources.
• Not place others at risk by any act or omission; not willfully or recklessly interfere with safety equipment.
• Act as a role…