Program Coordinator (Associate Director) - Project Planning & Management,

The University of Illinois System; Chicago (IL); On-site; USD 70,000 - 85,000; Full time

Job summary

The University of Illinois System is hiring for a Pharmacy Information Technology facilities coordinator in Chicago. You will direct space planning, oversee daily educational facility operations, and manage complex administrative projects aligning with long-range goals.

FYI: Requires a Bachelor’s degree and at least one year of facilities management experience; project management credentials and familiarity with CMMS/BMS are preferred. This on-site role offers benefits and stability.

Qualifications

• Bachelor’s degree required.
• One year direct experience managing facilities and space utilization in higher education or health sciences.
• Master’s degree may substitute for one year of experience.
• Preferred: degree in Project Management or demonstrated experience in managing the project lifecycle.
• Familiarity with campus space management systems, BMS, and CMMS software.
• Certifications such as CFM, FMP, PMP or CAPM are a plus.

Responsibilities

• Lead space planning and act as liaison for space surveys and utilization tracking.
• Oversee routine facilities operations and manage vendor SLAs and inspections.
• Manage full lifecycle of administrative projects and monitor budgets with milestone reports.
• Ensure compliance with building codes, ADA and health standards; develop disaster protocols.
• Analyze administrative data to identify KPIs and risks; prepare program schedules.
• Perform other related duties and special projects as assigned.

Skills

Project management

Space planning

Vendor management

Policy formulation

Leadership

Data analysis

Education

Bachelor’s degree

Tools

BMS

CMMS

Accounting Software

Job description

Hiring Department: Pharmacy Information Technology

Location: Chicago, IL USA

Requisition ID: 1042976

FTE: 1

Work Schedule: Monday - Friday, 9:00AM - 5:00PM

Shift: Days

# of Positions: 1

Workplace Type: On-Site

Salary Range (commensurate with experience): $70,000.00 - 85,000.00 / Annual Salary

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

This position directs space planning, oversees daily educational facility operations, and manages highly complex administrative projects for the College of Pharmacy. Working alongside the Chief IT Officer and Senior Associate Dean for Administrative Affairs, the role aligns physical resource management and facility operations with the College's long-range strategic goals. The coordinator ensures a safe, efficient academic environment while managing the complete project life cycle for multi-faceted business efforts, tracking space utilization metrics, and engaging senior leadership on project portfolio performance.

Duties & Responsibilities

• In coordination with the Pharmacy Chief IT Officer and the Senior Associate Dean for Administrative Affairs, leads physical resource planning and serves as the primary liaison for central campus space surveys, facility audits, and space allocation tracking. Formulates operating policies, space utilization guidelines, and long-term space strategies while participating in long-range administrative goal setting.
• Oversees routine facility operations, including HVAC, custodial services, and groundskeeping. Manages relationships and service-level agreements with contracted vendors, and conducts regular building inspections across classrooms, laboratories, and administrative offices.
• Manages the full life cycle of college-level administrative and minor renovation projects, coordinating resources and schedules to minimize academic disruption. Develops and monitors operational budgets, providing leadership with regular milestone and budget variance reports.
• Ensures full institutional compliance with federal, state, and local building codes, as well as ADA and environmental health standards. Establishes disaster response protocols and initiates emergency preparedness training programs for faculty, staff, and students.
• Analyzes administrative data and maintains metric systems to identify key performance indicators for ongoing improvements in building usage. Creates risk mitigation strategies and formulates complex program schedules.
• Perform other related duties and participate in special projects as assigned.

Minimum Qualifications Required

• Bachelor’s degree.
• A total of one (1) year (12 months) direct experience managing facilities and space utilization within higher education, health sciences, or specialized academic environments. (Note: Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.)

Preferred Qualifications

• Bachelor’s Degree in Project Management or demonstrated experience managing the life cycle of a project.
• Familiarity with campus space management systems, building management systems (BMS), and computerized maintenance management software (CMMS).
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
• Professional certifications such as Certified Facility Manager (CFM), Facilities Management Professional (FMP), or Project Management Professional (PMP) / CAPM.
• Excellent oral and written communication skills to represent the unit on campus-wide committees and interact effectively with faculty, staff, students, and external contractors.
• Ability to translate institutional strategic goals into actionable physical resource and space management plans.
• Strong organizational skills to balance daily facilities maintenance with 10% project management oversight.
• Skill in scheduling events, programs, and activities, as well as the work of others.
• Ability to effectively plan, delegate, and supervise the work of others.
• Ability to utilize various computer software packages, such as Accounting Software, query, etc.
• Strong problem-solving skills and the ability to independently manage daily workload.

Illinois Residency is required within 180 days of employment.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.