Planning and Project Coordinator

Vancouver Island University; Nanaimo; On-site; CAD 60,000 - 80,000; Full time

Job summary

Vancouver Island University seeks a Planning and Project Coordinator to manage space and facilities projects effectively. This role involves coordinating moves, renovations, managing space inventory, and ensuring adherence to standards while collaborating across multiple departments. The ideal candidate will hold a relevant diploma and have at least five years of experience, contributing to the university's strategic objectives.

Benefits

Comprehensive benefit plan

Paid holiday time

Professional development opportunities

Desirable pension plan

Well-being initiatives and services

Strategic discounts

Flexible work opportunities

Qualifications

• 5 years' directly related experience.
• Ability to work on multiple projects with competing demands.
• Strong communication skills.

Responsibilities

• Support planning and implementation of space moves and renovations.
• Manage aspects of space inventory and coordinate furniture installations.
• Prepare regular project updates and ensure compliance with building codes.

Skills

Communication

Planning

Interpersonal

Team Coordination

Education

Diploma in Planning, Architecture or Interior Design

Job description

Duties:

Reporting to the Interim Director of Facilities Management and Development, the Planning and Project Coordinator plays a key role in the effective management and coordination of institutional space and facilities projects at VIU. The Coordinator contributes to aligning physical space usage with the university's academic, research, and administrative priorities. Responsibilities include supporting the planning and implementation of space moves and renovations, managing aspects of space inventory, coordinating furniture installations, and assisting in the delivery of capital and minor projects. This position is instrumental in gathering and maintaining space data, preparing progress updates, and coordinating tasks across multiple stakeholders to ensure efficient project execution in alignment with VIU's strategic objectives.

• Coordinate and support internal space planning initiatives including moves, renovations, and space reallocations across all campuses.
• Maintain and update space inventory database, ensuring accuracy for planning, reporting, and operational decision-making.
• Collaborate with internal stakeholders to gather space requirements and support utilization strategies. Provide functional support and advice to stakeholders on space-related requests and project logistics.
• Assist in the planning and delivery of capital and minor facilities projects, including tracking milestones, scheduling, and document control.
• Coordinate procurement, delivery, and installation of furniture and equipment in collaboration with vendors and internal teams.
• Prepare regular project updates, reports, and records to support informed decision-making and compliance with institutional standards. Prepare VFA reporting to the Ministry as well as coordinate activities and support the Space Planning and Resource Committee (SPARC) as required.
• Support logistical planning for department relocations and ensure minimal disruption to operations during transitions.
• Communicate effectively with both internal and external partners to support the efficient execution of space-related initiatives.
• Ensure all space planning and facility projects comply with relevant building codes, accessibility standards, health and safety regulations, and institutional guidelines.
• Assist in monitoring project budgets, tracking expenditures, and ensuring cost-effective delivery of space initiatives.

Required Qualifications:

Possess a Diploma in Planning, Architecture or Interior Design, or a related field, along with 5 years' directly related experience. An equivalent combination of education and/or experience may be considered.

• Ability to work on multiple projects with competing demands and deadlines.
• Strong communication skills with a proven ability to convey key technical staff, senior leadership, and business/academic stakeholders.
• Proven ability to coordinate cross-functional teams.
• Excellent communication, interpersonal, and planning skills. Working knowledge of space planning techniques and software.

Preferred Qualifications:

• Experience in a post-secondary institution or publicly funded organization of similar size.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.

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