Program Coordinator II - Administration - Enterprise Physical Operations

UNKNOWN; United States; On-site; USD 32,000 - 50,000; Full time

Benefits offered by this job

Health insurance

Metro U-Pass transit

Tuition assistance

Vacation & sick time

Job summary

Washington University in St. Louis is seeking a Program Coordinator within the Enterprise Physical Operations (EPO) department in St. Louis, MO.

You will coordinate programs, manage data, and support governance and reporting for capital projects and facilities initiatives. The role requires 5 years of relevant experience, strong organizational skills, and the ability to liaise with multiple university stakeholders.

Qualifications

• High school diploma or equivalent required.
• 5 years of relevant experience.
• No specific certification required.

Responsibilities

• Coordinate assigned programs and initiatives, including schedules, milestones, deliverables, action items, dependencies, and deadlines.
• Collect, organize, validate, and maintain program data including capital planning, facilities, space, infrastructure, budget, schedule, and operations.
• Coordinate leadership reviews, meetings, and stakeholder engagements; prepare agendas and tracking materials.
• Prepare and coordinate executive presentations, dashboards, reports, schedules, and briefing materials.
• Serve as a liaison among departments, consultants, project teams, and stakeholders; track requests and follow-ups.
• Maintain program records and documentation in accordance with policies.

Skills

Administrative Support

Calendar Management

Data Monitoring

Data Reporting

Meeting Facilitation

Stakeholder Coordination

Time Management

Documentation Preparation

Education

High school diploma

Bachelor's degree

Tools

Microsoft Office

Job description

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.

Required Qualifications

Education: 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.

Preferred Qualifications

Education: 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.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Additional Information

Q: Can I create a job alert to notify me when jobs of interest are posted? A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created. Set alerts today so you do not miss any new opportunities! Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world.

Useful Links

Who We Are Human Resources Benefits Living in St. Louis Frequently Asked Questions 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. Regulatory Postings Know Your Rights: Workplace Discrimination is Illegal Poster (English; Spanish)