Job Description

The Project Coordinator in a hybrid / coordinated compacity provides a full range of administrative support to a department of 6-10 Project Managers.

Responsibilities

Provide administrative office support, coordinate and schedule meetings/reserve rooms, calendar management, create meeting agendas and minutes, create Campus Construction Notices. Provide drafts for review and print final materials in advance of the due date.
Work closely with the Project Management staff to create project Account Requests, create purchase orders, process vendor invoices/payment requisitions, maintain accurate project financial records and check processing requests for the department to ensure proper routing, approval, and their successful completion.
Work (onsite as needed) closely with the Project Management staff to support the project closeout process, create Project Data Sheets, Site Progress Documentation, submit the Project Closeout form, and close purchase orders, among other tasks to ensure timely record-keeping with the Division of Finance.
Work closely with the Project Management staff to create reports from Stevens financial software (Kuali Financial System) and to perform financial analysis as necessary.
Work closely with the Project Management staff to request Direct Vouchers, travel off-campus to deliver or obtain signatures, checks, bids or other information at Stevens Division of Finance, travel off-campus to make deliveries to Hoboken City Hall, Fed Ex, and other locations, as necessary. Along with accepting department and onsite project deliveries.
Work closely with the Project Management staff to send/process New Vendor Forms, Certificates of Insurance, and W-9s from vendors wishing to do business with Stevens, submit forms to Stevens Department of Purchasing.
Under the direction of the Director of Design and Construction, Senior Project Managers, and Project Managers, lead the maintenance of the Departments Status Sheets such as for Contracts, Design & Construction Vendors, Project Dos and Donts, etc. so that they are always current and up-to-date.
Under the direction of the Senior Project Managers II, help centralize the Project Manager onboarding process by organizing the various activities. Help lead the process when the Department hires new staff.
Under the direction of the Senior Project Managers II, purchase computer and telephone equipment for the Department. Coordinate with Stevens IT Department to ensure its timely and successful installation.
Under the direction of the Director of Design and Construction, Senior Project Managers, and Project Managers, maintain office supplies and ensure supplies are adequately stocked at all times. Oversee monthly expense reconciliation (P-card) for the Department, as
necessary.
Under the direction of the Director of Design and Construction, Senior Project Managers, and Project Managers, lead the organization and maintenance of the Departments network filing system.
Assist the Director of Design and Construction, Senior Project Managers, and Project Managers plan and organize Lunch and Learn luncheons for the Department. Using the Stevens Food Service vendor, order food for these and other meetings, as necessary.

Required Education and Experience:

Bachelors degree or Associate degree with equivalent combination of education and experience
A minimum of 1 year of similar professional experience. Experience working with a small group of people in a fast-paced environment

Required Knowledge, Skills and Abilities:

Seeking a high-performance doer who is motivated, flexible and enjoys learning on the job. Entry-level position with strong growth potential. Ability to function effectively in a team-based environment but also comfortable with taking the initiative and functioning autonomously to maintain the deadline-driven workflow. Strong interpersonal skills with excellent written and verbal communication skills. The capacity to communicate effectively within a fast-paced workplace and manage multiple requests. Strong organizational skills and ability to multitask are required. Computer skills in Word, Excel,

Microsoft Project, Power Point, and familiarity with Microsoft Outlook scheduling abilities. Adobe Acrobat or other PDF program experience is required.

The ability to read technical drawings is preferred, but not mandatory.

Preferred Education and Experience:

Bachelors degree in architecture, civil engineering, construction management or related field
Design and Construction experience and industry knowledge is preferred; AutoCAD, Adobe or Bluebeam experience a plus.

Department

Design and Construction II

General Submission Guidelines:

In order to be considered a candidate for any job at Stevens, you must submit an online application. Please attach a cover letter and resume with each application. Other requirements for consideration may depend on the job.

Still Have Questions?

If you have any questions regarding your application, please contact Jobs@Stevens.edu

EEO Statement:

Stevens Institute of Technology is an Equal Opportunity Employer. Accordingly, Stevens adheres to an employment policy that prohibits discriminatory practices or harassment against candidates or employees based on legally impermissible factor(s) including, but not necessarily limited to, race, color, religion, creed, sex, national origin, nationality, citizenship status, age, ancestry, marital or domestic partnership or civil union status, familial status, affectional or sexual orientation, gender identity or expression, atypical cellular or blood trait, genetic information, pregnancy or pregnancy-related medical conditions, disability, or any protected military or veteran status.

Stevens is building a diverse faculty, staff and student body and strongly encourages applications from female and minority candidates as well as veterans and individuals with disabilities. Stevens is a federal contractor under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and the Rehabilitation Act of 1973, as well as other federal statutes.

Jeanne Clery Disclosure:

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), the Department of Public Safety is required to publish an annual security report which includes statistics mandated by the Clery Act. You can obtain a copy of this report by accessing the following web site: http://www.stevens.edu/sit/police