Program Coordinator II - Administration - Enterprise Physical Operations

Washington University in St. Louis; St. Louis (MO); On-site; USD 326,000 - 497,000; Full time

Job summary

Washington University in St. Louis is seeking a Program Coordinator to support Enterprise Physical Operations, coordinating programs, data management, governance, and reporting.

You will liaise with university departments, consultants, and project teams to ensure timely delivery of initiatives. Responsibilities include preparing agendas, coordinating meetings, managing documentation, and producing executive dashboards and briefings.

Qualifications

• Required: High school diploma or equivalent or combination of education and experience.
• Preferred: Bachelor's degree.
• Work Experience: Relevant Experience (5 Years)

Responsibilities

• Coordinate assigned programs and initiatives, including schedules, milestones, deliverables, action items, dependencies, and deadlines.
• Monitor progress and facilitate follow-up activities to support achievement of objectives.
• Collect, organize, validate, and maintain program, capital planning, facilities, space, infrastructure, budget, schedule, and operational data.
• Identify data gaps and support resolution through coordination with stakeholders.
• Coordinate leadership reviews, working sessions, committee meetings, and stakeholder engagements.
• Prepare agendas, meeting materials, documentation, and action-item tracking.
• Document decisions, outcomes, and follow-up activities.
• Prepare and coordinate executive presentations, dashboards, reports, schedules, communications, and briefing materials.
• Ensure accuracy, quality, consistency, and timely distribution of program information.
• Serve as a liaison among Enterprise Physical Operations, university departments, consultants, project teams, and stakeholders.
• Track requests, feedback, commitments, decisions, and follow-up actions.
• Maintain program records, templates, correspondence, reports, and documentation per policies and records-management standards.

Skills

Administrative Support Services

Calendar Management

Confidentiality

Data Monitoring

Data Reporting

Deadline Management

Detail-Oriented

Documentation Preparation

Document Management

Interpersonal Communication

Meeting Facilitation

Microsoft Office

Multicultural Environments

Presentation Preparations

Prioritization

Problem Solving

Professional Judgement

Program Coordination

Project Coordination

Records Management Compliance

Scheduling

Stakeholder Coordination

Task Management

Time Management

Written Communication

Education

High school diploma or equivalent

Bachelor's degree

Job description

Position Summary

Location

ST. LOUIS, MO 63110

Scheduled Hours

40

Position Summary

The Enterprise Physical Operations, Infrastructure, Capital Programs & Real Estate (EPO) department at WashU provides integrated operational, infrastructure, planning, and facility services that support the university’s mission of excellence in education, research, patient care, and community engagement. Guided by our PRIDE+ Core Values of Professionalism & Planning, Respect & Responsibility, Integrity & Integration, Dedication & Delivery, Excellence & Enterprise Alignment, and Accountability & Stewardship, EPO fosters a culture centered on collaboration, strategic partnership, innovation, accountability, and service excellence across the university enterprise. EPO manages and supports 28 million gross square feet across 235+ buildings and associated infrastructure systems, encompassing academic, research, clinical, residential, administrative, and support facilities across the university’s campuses and operations. Our teams provide strategic leadership and operational expertise in facility management, infrastructure services, capital project delivery, real estate operations, planning, sustainability, engineering, maintenance, environmental services, public safety support, and enterprise operational services. EPO creates and maintains safe, innovative, efficient, mission-driven environments that support our students, faculty, staff, patients, researchers, and community partners. For additional information and to hear directly from members of our team, please visit: https://facilities.med.wustl.edu/Careers. Supports the development, implementation, coordination, and ongoing administration of Enterprise Physical Operations capital programs, planning initiatives, and strategic programs that advance institutional priorities related to facilities, infrastructure, space, real estate, capital investment, and operational needs. Provides program coordination, data and reporting support, governance administration, stakeholder engagement, documentation management, communications, and program controls across Enterprise Physical Operations, university schools and departments, project teams, and institutional leadership.

Job Description

Primary Duties & Responsibilities

Program Coordination

• Coordinate assigned programs and initiatives, including schedules, milestones, deliverables, action items, dependencies, and deadlines.
• Monitor progress and facilitate follow-up activities to support achievement of established objectives.

Planning And Program Data Management

• Collect, organize, validate, and maintain program, capital planning, facilities, space, infrastructure, budget, schedule, and operational data.
• Identify data gaps and support resolution efforts through coordination with stakeholders.

Governance And Meeting Administration

• Coordinate leadership reviews, working sessions, committee meetings, and stakeholder engagements.
• Prepare agendas, meeting materials, documentation, and action-item tracking.
• Document decisions, outcomes, and follow-up activities.

Reporting And Deliverable Preparation

• Prepare and coordinate executive presentations, dashboards, reports, schedules, communications, and briefing materials.
• Ensure accuracy, quality, consistency, and timely distribution of program information.

Stakeholder Coordination

• Serve as a liaison among Enterprise Physical Operations, university departments, consultants, project teams, and institutional stakeholders.
• Track requests, feedback, commitments, decisions, and follow-up actions.

Documentation And Records Administration

• Maintain program records, templates, correspondence, reports, and documentation in accordance with institutional policies and records-management standards.

Working Conditions

Job Location/Working Conditions:

• Normal office environment.

Physical Effort

• Typically sitting at a desk or table.
• Repetitive wrist, hand or finger movement.
• Ability to move to on and off-campus locations.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Education

Required Qualifications: High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications / Professional Licenses

No specific certification/professional license is required for this position.

Work Experience

Relevant Experience (5 Years)

Skills

Not Applicable

Driver's License

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Education

Preferred Qualifications: Bachelor's degree

Certifications / Professional Licenses

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience

No additional work experience unless stated elsewhere in the job posting.

Skills

Administrative Support Services, Calendar Management, Confidentiality, Data Monitoring, Data Reporting, Deadline Management, Detail-Oriented, Documentation Preparation, Document Management, Interpersonal Communication, Meeting Facilitation, Microsoft Office, Multicultural Environments, Presentation Preparations, Prioritization, Problem Solving, Professional Judgement, Program Coordination, Project Coordination, Records Management Compliance, Scheduling, Stakeholder Coordination, Task Management, Time Management, Written Communication

Grade

G09-H

Salary Range

$23.37 - $36.19 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request. All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.