Program Coordinator II - Administration - Enterprise Physical Operations

Washington University in St. Louis; Virginia (MN); On-site; USD 32,000 - 50,000; Full time

Benefits offered by this job

Vacation and sick time

Health insurance packages

Metro transit U-Pass

403(b) Retirement Savings Plan

Job summary

Washington University in St. Louis is seeking a Program Coordinator within the Enterprise Physical Operations department in St. Louis, MO. The role focuses on coordinating programs, managing data, and supporting governance and reporting activities to advance facility and infrastructure initiatives.

The position involves planning, scheduling, and coordinating meetings with stakeholders, preparing materials, and ensuring accurate documentation and timely communication across university divisions.

Qualifications

• High school diploma or equivalent required.
• Bachelor’s degree preferred; additional education or experience may substitute.

Responsibilities

• Coordinate programs and initiatives with schedules, milestones, deliverables, and deadlines.
• Collect, organize, validate, and maintain program-related data including budget, schedule, and space information.
• Coordinate leadership reviews, meetings, and stakeholder engagements; prepare agendas and materials.
• Prepare executive presentations, dashboards, and briefing materials; ensure accuracy and timely distribution.
• Serve as liaison among departments, project teams, consultants, and institutional leadership; track requests and follow-ups.
• Maintain program records and documentation in accordance with institutional policies.

Skills

Administrative Support

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

Bachelor’s degree

Tools

Office software

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.

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.

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.