Grounds Project Systems Coordinator

Liberty University; Lynchburg (VA); On-site; USD 55,104,000 - 68,880,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Tuition assistance

Job summary

Liberty University is seeking a facilities management professional to oversee daily operations, budgets, scheduling, and project tracking on campus. This on-site role requires strong communication, MS Office proficiency, and the ability to lift 20 pounds with occasional weekend hours.

The position emphasizes managing e-PIF processes, Smartsheets, vendor coordination, and reporting to the Director of Grounds and Sr. VP of Facilities Management.

Qualifications

• Bachelor’s degree in business or construction-related field or 2+ years of related management or construction experience.
• Basic knowledge of budgets and estimating processes; familiarity with project management controls (scheduling, estimating, cost control, procurement).
• Proficiency in Microsoft Office suite.
• Effective communication, both verbal and written; ability to analyze information and solve problems.
• Must be able to lift 20 pounds and work weekends/holidays when required.

Responsibilities

• Coordinate daily department operations and scheduling.
• Maintain project documentation, workflows, and PM controls.
• Track renovation requests via e-PIF and logs; ensure information completeness.
• Prepare budget estimates and reporting for the director and division.
• Assist with meetings scheduling, vendor coordination, and procurement processes.
• Produce regular project reporting for executive management.
• Support office operations and procure supplies; manage Smartsheets.
• Ensure vehicle fleet maintenance and sign-out processes are followed.

Skills

Budgeting basics

PM systems knowledge

Microsoft Office

Effective communication

Problem solving

Lifting 20 lbs

Weekend/holiday flex

Education

Bachelor's degree in business or construction

2+ years related experience

Tools

Project management software

Job description

Essential Functions and Responsibilities

1. As essential personnel: you are expected to be available in the event of school closings, delays, shutdowns, and any emergencies including clean up required because of severe weather incidents. Performs snow removal activities as assigned. Such as shoveling, salting, etc. Facilities Management Division employees are essential to the overall success of Liberty University and its day-to-day functions, especially during ongoing campus events such as Winter Fest, Orientation, Convocation, Commencement, CFAW, and summer camps amongst other planned and unplanned events throughout the year. Must be available to work scheduled and unscheduled hours as emergency needs arise.
2. Reports to work at the required time and performs duties as assigned by Director of Grounds/Project Manager and/or Sr. VP of Facilities Management.
3. Responsible for organizing, scheduling, and generally engaging in all aspects of daily, departmental operations.
4. Works effectively as a team member, embracing and fostering the mission of Liberty University, as well as the mission of Facilities Management.
5. Attends all relevant meetings and trainings required by the university, division, and department.
6. Performs all other duties as assigned.
7. Manages and maintains the construction project process, including documentation, procedures, policies, workflows, electronic systems, and process standards. Remains current on all construction activities.
8. Manages and maintains renovation requests via the electronic Project Inquiry Form (e-PIF) tracking system, including the workflow of the system and the project process.
9. Creates, manages, and maintains the tracking of all renovation requests via departmental Project Logs (smartsheet). Ensures all pertinent project details are recorded and follows up with the appropriate responsible parties to update any missing information.
10. Main point of contact for the e-PIF and any renovation projects for Customers, the department, and the division. (* Customers are defined as any staff member of Liberty University, Liberty Christian Academy or Thomas Road Baptist Church.)
11. Collaborates with other Facilities Management departments to prepare Budget Estimate forms for renovation requests assigned to Grounds Department.
12. As needed or directed, assist with scheduling meetings and appointments with vendors, contractors and/or other university departments.
13. Advises Project Manager and/or Director of Grounds on the status of project budgets, schedule impacts, project completions and project closeouts.
14. Creates, maintains, and distributes project reporting and ad-hoc reporting for the department and division. This includes special reporting for Executive Management.
15. Creates and maintains financial reporting for projects. Also responsible for tracking and creating the reporting for projects that are funded with a Facilities Management funding code.
16. Assists with tracking, maintaining, and updating the operating budget report for the department.
17. Maintains the department’s office condition and arrange for necessary repairs via the work order system.
18. Assists with organizing and maintaining office operations and procedures.
19. Coordinates and organizes office activities, conferences, and meetings, as directed. Provide general support to department office visitors.
20. Maintains office equipment and office supplies. Submits the appropriate tickets, work orders and purchase orders to accomplish this. Adheres to all university guidelines and policies for ticket submissions and/or purchases to maintain equipment and obtains supplies. Stays abreast of purchasing policies and attends financial training as appropriate.
21. Collaborates with Facilities Management Transportation to maintain all university vehicles assigned to the department. This includes keeping the inspection and registration current for all vehicles, ensuring vehicles are clean and fueled, reporting any vehicle maintenance/service/damage issues, and maintaining the vehicle sign-out process and associated log.
22. Manages and maintains the Smartsheets for the department.

Qualifications, Credentials, and Competencies

Bachelor’s Degree in business or construction-related program or aminimum of 2+ years’ experience in related management or construction environment or accepted equivalent work experience. Basic knowledge of budgets and estimating processes and procedures is preferred. General working knowledge and understanding of all project management control systems (scheduling, estimating, cost control, and procurement) is preferred. Proficiency in Microsoft Office suite.

Effective communication both verbally and in writing. Ability to intuitively reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature. Regularly required to lift 20 pounds. As needed, must be able to work on weekends, holiday, and flexible daily/evening hours when office work schedule demands. Must have proof of a valid Virginia driver's license, an acceptable DMV record, and liability insurance is required as periodic driving of university vehicles may be required for travel in the performance of the essential functions of this position. Certifications obtained while employed by Liberty University at the expense of the employer will be reimbursed back to the University upon voluntary termination (resignation) for the first 12 months after acquiring it.

Time Type

Full time

Location

Onsite

Pay Range

Compensation is determined based on factors such as qualifications, experience, education, skills, and certifications, along with University needs and external market conditions. Market benchmarks may be used, as appropriate, in combination with internal equity to ensure pay is fair and aligned with the broader compensation structure.

Benefits

• health insurance
• retirement plans
• tuition assistance

$19.23 - $24.04

The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the “religion” component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.