Portfolio And Project Coordinator

Job Description

PORTFOLIO AND PROJECT COORDINATOR

Req #: 239928 Department: FACILITIES AND FINANCE & ADMINISTRATIO Job Location: Tacoma Campus Posting Date: 10/18/2024 Closing Info: Open Until Filled Salary: $5,114 - $5,400 per month Other Compensation: Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
UW Tacoma’s Facilities and Finance & Administration (F&A) has an outstanding opportunity for a Portfolio and Project Coordinator to join their team.
The Portfolio and Project Coordinator is a key role within Facilities and Finance & Administration (F&A), supporting project delivery and space management activities such as move coordination, campus space data updates, furniture management, space modifications, and both minor and major project support.
Reporting to the UW Tacoma Director of Facilities, key responsibilities of this position include coordinating design and specification development by external firms for construction, renovations, and repairs, as well as overseeing planning, scheduling, and cost control for complex building and utility projects. This role supports project preparations, move-add-change (MAC) activities, and renovations while collaborating with Facilities leadership to facilitate communication, estimate costs, produce reports, and maintain project records.
DUTIES & RESPONSIBILITIES
Space Coordination, Planning and Portfolio Services:
• Coordinate planning, scheduling, implementation, and tracking of campus moves.
• Assist in furniture and space refresh projects, including triaging space requests, stakeholder engagement, needs assessment, budgeting, vendor negotiation, purchasing, and project closeout.
• Manage and continuously improve the space-related work order process, from initiation to closeout.
• Support updates to the campus signage program related to office moves, title/name changes, space function changes, and wayfinding.
• Oversee vendor relationships for furniture orders, from requisition tracking in Workday to installation, including coordination with Facilities trades staff. Provide bi-weekly status updates.
• Maintain and update UW’s central space management system, coordinating with UW Seattle as needed.
• Compile space utilization data.
• Maintain a database of furniture warranties, initiate repair requests, and ensure completion.
• Perform annual audits of university space usage, update space data across platforms (e.g., 25Live, SCOUT), and assess furniture inventory and condition, providing summary analysis and recommendations.
• Manage and regularly update inventory and condition of stock furniture items.
• Support campus preparations for the new academic year, including signage updates, office assignments, furniture moves, and classroom resets.
• Coordinate the disposal of surplus inventory, minimally on a quarterly basis, and assist with related work orders and space projects.
• Collaborate with the Director to develop and implement campus design standards for spaces, furniture, and finishes.
• Research industry best practices and support the development of space policies, guidelines, and procedures, maintaining information on the Space Management website.
• Continuously improve space management processes, online tools, customer resources, and vendor/product information.
Project Support:
• Maintain knowledge of all Facilities projects and university policies to provide effective project delivery services.
• Participate in the planning and prioritization of campus projects.
• Manage and improve the project work order process from start to finish.
• Support campus emergency preparedness efforts, including updating evacuation maps.
• Assist with construction drawings, documenting project progress, noting deficiencies, and inspecting work quality.
• Monitor construction activities, review contractors' payment requests, and provide recommendations to project managers.
• Manage quality control processes for all campus projects.
• Prepare, review, and transmit construction-related correspondence (e.g., RFIs, change orders), negotiating pricing when necessary.
• Assist with field inspections, making sketches and recommendations as needed, and resolving field issues.
• Serve as the primary point of contact for contractors, consultants, inspectors, and vendors regarding access, deliveries, and inspections.
• Coordinate notifications for utility outages, traffic disruptions, and space closures.
• Maintain comprehensive records of major and minor campus alterations, including buildings, infrastructure, and public spaces.
• Manage project communication plans, including project webpages, signage, presentations, and campus-wide emails and social media updates.
• Act as liaison between Facilities and third-party property management for tenant improvements, alterations, and major repairs to UWT’s real estate portfolio.
Other Duties:
• Collaborate with the Facilities and F&A teams to improve processes and enhance service.
• Provide occasional backup coverage for Facilities customer service points.
• Assist other Facilities staff in meeting deadlines.
• Support, coordinate, and lead special projects or assignments as needed.
• Participates with and serve as support for other Facilities and F&A activities.
MINIMUM REQUIREMENTS
• Bachelor’s Degree in Architecture, Interior Design, Urban Planning/Design, Construction Management or related fields and a minimum of two years’ experience in planning and project support, design and construction.
• Experience using AutoCAD, Microsoft Office Suite, Adobe Acrobat or Bluebeam.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED REQUIREMENTS
• Experience using Adobe Creative Suite, Microsoft Project.
• Project management experience.
• Space planning/move management experience.
CONDITIONS OF EMPLOYMENT
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed. ______________________________________________________________

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

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