Project Administration and Operations Coordinator

Colorado State University; Santa Rita (GU); On-site; USD 55,000 - 65,000; Full time

Job summary

Colorado State University’s Center for Environmental Management of Military Lands (CEMML) in Guam seeks a Project Administration and Operations Coordinator (full-time, 40 hours/week) to support the Project Director and Principal Investigator with Joint Region Marianas. The role lasts about 12 months and requires coordinating personnel, budgets, schedules, and regulatory compliance.

Minimum qualifications include an associate degree and at least three years of administrative/operational

Qualifications

• Associate's degree in business administration, accounting, public administration, project management, human resources, or closely related field.
• Minimum of three (3) years of post-graduate professional administrative operational, fiscal, business, human resources, project management, or office management support.

Responsibilities

• Coordinate and administer project personnel activities, including recruitment, hiring, onboarding, offboarding, personnel actions, staffing plans, timesheet review, labor allocation tracking, training compliance, performance review coordination, and Workday-related HR processes.
• Manage project schedules, milestones, deliverables, and compliance requirements by tracking deadlines, permits, installation access credentials, certifications, licenses, training requirements, and other operational actions.
• Support financial and budget management activities by maintaining budget tracking systems, monitoring expenditures and labor costs, developing financial reports and projections, reconciling costs against budgets.
• Coordinate procurement, purchasing, travel, and business operations functions, including purchase requests, vendor coordination, P-card transactions, travel authorizations, reimbursements, procurement documentation, and financial records.
• Maintain project records, reporting systems, and document control procedures, including preparation, tracking, archiving, and management of Monthly Progress Reports (MPRs) and deliverables.
• Coordinate internal and external communications and meetings, including scheduling, agenda preparation, meeting logistics, correspondence, presentations, minutes, and stakeholder coordination.
• Provide administrative and project management support to project leadership by monitoring action items, tracking task completion, developing status reports and dashboards, and ensuring timely reporting.

Education

Associate's degree in business administration, accounting, public administration, project management, human resources, or closely related field

Tools

Workday HR software

Smartsheets

Asana

Job description

Position Summary:

One Project Administration and Operations Coordinator (Full-time, 40 hours/week) position is available with the Colorado State University (CSU) Center for Environmental Management of Military Lands (CEMML) in Guam http://www.cemml.colostate.edu/. This is considered an administrative position supporting CEMML's Project Director and Principal Investigator working with Joint Region Marianas in Guam. Position expected to last 12 months. Full Consideration Date is 25 September at 11:59 pm MST. Position Location: Joint Region Marianas headquarters (Santa Rita, Guam) on the island of Guam, a self-governing territory of the United States located 3,300 miles west of Hawaii and 1,500 miles east of the Philippines.

Essential Job Duties:

• Coordinate and administer project personnel activities, including recruitment, hiring, onboarding, offboarding, personnel actions, staffing plans, timesheet review, labor allocation tracking, training compliance, performance review coordination, and Workday-related human resources processes.
• Manage project schedules, milestones, deliverables, and compliance requirements by tracking deadlines, permits, installation access credentials, certifications, licenses, training requirements, and other operational actions necessary to support project execution and regulatory compliance.
• Support financial and budget management activities by maintaining budget tracking systems, monitoring expenditures and labor costs, developing financial reports and projections, reconciling costs against approved budgets, identifying financial risks, and assisting with annual budget development and forecasting.
• Coordinate procurement, purchasing, travel, and business operations functions, including purchase requests, vendor coordination, P-card transactions, travel authorizations, reimbursements, procurement documentation, and financial record management in accordance with CSU, CEMML, and sponsor requirements.
• Maintain project records, reporting systems, and document control procedures, including preparation, tracking, archiving, and management of Monthly Progress Reports (MPRs), project deliverables, cooperative agreement documentation, filing systems, records retention, and version control processes.
• Coordinate internal and external communications and meetings, including scheduling, agenda preparation, meeting logistics, correspondence, presentations, meeting minutes, and communication among CSU administrative offices, project staff, sponsors, and stakeholders.
• Support project operations and logistical readiness by maintaining equipment inventories, property accountability records, vehicle maintenance schedules, shipping and receiving activities, travel logistics, training records, and installation access requirements.
• Provide administrative and project management support to project leadership by monitoring action items, tracking task completion, developing status reports and dashboards, coordinating with CSU administrative units, and ensuring timely completion of project objectives, deliverables, and reporting requirements.

Conditions of Employment:

Pre-employment Criminal Background Check (required for new hires). Must have a valid driver’s license or the ability to obtain a driver’s license by the employment start date. The successful candidate must be legally authorized to work in the U.S. by proposed start date; the department will not provide visa sponsorship for this position. Must be able to pass a federal background investigation to obtain a Department of Defense Installation Access Pass.

Supervision:

None

Minimum Qualifications:

• Associate's degree in business administration, accounting, public administration, project management, human resources, or closely related field. (A high school diploma/GED plus additional relevant professional experience may be substituted for the degree requirement).
• Minimum of three (3) years of post-graduate professional administrative operational, fiscal, business, human resources, project management, or office management support.

Preferred Qualifications:

• Experience providing administrative and project management support for federal programs and contracts.
• Experience with Workday HR software.
• Experience with project management software (e.g., Smartsheets, Asana).
• Experience with bookkeeping, expenditure tracking, budget reconciliation, and maintaining accurate financial reports.

Salary Range:

$55,000-65,000

Employee Benefits:

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact. For the total value of CSU benefits in addition to wages, use our compensation calculator.

EEO:

Colorado State University (CSU) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Inspired by its land-grant heritage, Colorado State University is committed to excellence and engagement, setting the standard for public research universities in teaching, research, service and extension for the benefit of the citizens of Colorado, the United States, and the world.

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