Project Coordinator

University of Virginia; Charlottesville (VA); On-site; USD 70,000 - 75,000; Full time

Benefits offered by this job

PTO 22 days

Holidays 13+ days

Parental and Community Service Leave

Health plan

VRS pension

Tuition & professional development

Wellness program

Job summary

University of Virginia is seeking a Project Coordinator to manage small projects and parts of larger healthcare construction initiatives. You will work under supervision to coordinate participants, assess risks, and ensure timely delivery of project milestones.

The role focuses on facilities management around UVA Health, with in-person work from our West Main Office and occasional travel to site locations. Strong communication and teamwork are essential.

Qualifications

• High school diploma or equivalent; Bachelor's Degree strongly preferred.
• Two years of experience with project or process management.
• Selected candidates will pass a background check and health screening.

Responsibilities

• Coordinate architects, engineers, contractors, consultants, vendors, and internal stakeholders throughout assigned projects or project components.
• Coordinate design reviews, approvals, inspections, and required documentation with building officials and the Office of the Architect for the University.
• Establish and maintain complete project records, including drawings, specifications, approvals, contracts, financial documentation, and decision records.
• Plan and facilitate project meetings; prepare agendas; document decisions, risks, and action items; assign follow-up responsibilities.

Skills

Communication skills

Reading blueprints

Detail oriented

Team player

Infection control knowledge

Budget and contracts awareness

Time tracking software

Interpersonal skills

Education

Bachelor's Degree preferred

Job description

Build something that matters! We have an exciting opportunity to join UVA's Facilities Management Capital Construction and Renovations (CC&R) department as a Project Coordinator mainly working around the UVA Health System where you can help create the spaces where our community heals, recovers, and gets award winning care close to home. UVA Health Division of CC&R is focused on healthcare, research, and infrastructure projects where you'll keep complex healthcare projects moving forward, from early planning through opening day, and you'll see the results in the care delivered inside the spaces you helped build. If you want a career where the finished product improves lives, this is it.

The Project Coordinator will manage assigned small projects and defined components of larger, complex projects from planning through construction and closeout. Working under the guidance of an experienced Sr. Project Manager or Assistant Director, the coordinator will apply construction knowledge and professional judgment to evaluate project information, coordinate project participants, identify risks and issues, and recommend actions that support successful project delivery. CC&R helps Facilities Management deliver the University's built environment. We manage design and engineering services, run construction projects, and handle procurement for construction and professional services contracts. You'll partner daily with the Office of the University Building Official and the Office of the Architect for the University as you help to oversee intricate projects. Construction projects include new construction and maintenance, rehabilitation, adaptive reuse and additions to existing facilities and landscapes. Job duties are performed under general direction from an Assistant Director or other designated supervisor.

We are looking for candidates with diverse perspectives and project management experience who are eager to learn and wish to join a team with growth opportunities. The successful candidate will have a passion for constructing buildings for patients, faculty, staff, and students as well as the ability to manage projects from start to finish. Excellent communication and interpersonal skills and the ability to speak with a variety of constituent levels are a must. The ability to build relationships, adapt to changing priorities, and keep pushing items toward resolution is critical.

Responsibilities

• Coordinate architects, engineers, contractors, consultants, vendors, and internal stakeholders throughout assigned projects or project components. Identify coordination issues, evaluate options, and recommend actions that support project objectives.
• Coordinate design reviews, approvals, inspections, and required documentation with building officials, code reviewers, and the Office of the Architect for the University. Evaluate review comments and coordinate project-team responses.
• Establish and maintain complete project records, including drawings, specifications, approvals, correspondence, contracts, financial documentation, and decision records, in the project management system. Evaluate documentation for completeness, consistency, and compliance with established project requirements
• Plan and facilitate project meetings; prepare agendas; document decisions, risks, and action items; assign follow-up responsibilities; and monitor commitments through resolution.
• Perform initial review and coordinate the processing of RFIs, submittals, ASIs, change-order proposals, and related construction documents. Evaluate submissions for completeness and potential effects on scope, schedule, cost, quality, and operations, and recommend appropriate next steps.

• Review change-order proposals and applications for payment for completeness, supporting documentation, alignment with completed work, and potential cost or schedule impacts. Document findings and make recommendations to the Project Manager or approving authority.
• Manage assigned project closeout activities, including punch lists, inspections, record documents, operations and maintenance manuals, warranties, training requirements, and outstanding contractor obligations. Identify deficiencies and coordinate corrective action through completion.
• Develop and coordinate communications regarding construction impacts, including noise, access restrictions, utility shutdowns, temporary conditions, and changes affecting patients, staff, visitors, and building occupants.
• Coordinate construction activities with infection control, life safety, clinical staff, facility operators, and other subject-matter experts for work in or near occupied healthcare spaces. Identify potential operational and safety concerns and ensure required reviews and mitigation measures are incorporated into project planning.
• Build effective working relationships with contractors, consultants, University representatives, clinical stakeholders, and building occupants. Demonstrate accountability, professional judgment, responsiveness, accuracy, and timely resolution of project issues.

Required Qualifications

• High school diploma or equivalent. Bachelor's Degree is strongly preferred.
• Two years of experience with project or process management.
• Selected candidates will pass a background check and health screening.

Skills and Abilities

• Reading, writing, and verbal communication skills.
• Ability to use computers and associated applications for time tracking and documentation of work.
• Ability to work well in a diverse and team-oriented environment.
• Interpersonal skills with the ability to communicate effectively and interact with people of diverse backgrounds.
• Detail-oriented with the ability to read and interpret construction drawings, blueprints, sketches, diagrams, or specifications.
• Follow-through and tracking items until they are closed
• Discretion with sensitive information, such as budgets and contract details
• Understanding of, or willingness to learn, infection control and life safety requirements during construction in a Health Care environment
• Sensitivity to working around patients and staff in an active care environment

Compensation

The anticipated hiring range for this position is $70,000 - $75,000; Actual starting salary will be commensurate with experience and qualifications. UVA offers a comprehensive benefits package including:

• 22 days of paid time off, increasing with service; 13+ paid holidays each year; Parental and Community Service Leave

• Health plan with options to meet healthcare and financial needs

• Virginia Retirement System (VRS) defined-benefit pension

• Tuition and professional development benefits

• Employee wellness program with activities to earn up to $500/year

For full benefits details please visit: hr.virginia.edu/benefits

Location

This is primarily an in-person position Monday through Friday at our West Main Office.Some projects may require traveling to local off campus projects.

Physical Demands

This position is primarily office-based but requires occasional travel to on-site locations, which may involve walking, climbing stairs, or navigating uneven terrain. The role may occasionally require lifting materials up to 20 pounds and use of personal protective equipment (PPE).

About UVA Facilities Management

UVA Facilities Management is a team of over 1,200 professionals responsible for the day-to-day operation, repair, and maintenance of UVA's buildings, infrastructure, and grounds, as well as capital construction and renovation for university-owned and leased properties. FM supports the University's wide range of research, academic, and patient care programs. The Building Automation Services department deploys and maintains the intelligent systems that keep UVA's environment safe, comfortable, and efficient.

Physical Demands: This position is primarily office-based but requires occasional travel to on-site locations, which may involve walking, climbing stairs, or navigating uneven terrain. The role may occasionally require lifting materials up to 20 pounds and use of personal protective equipment (PPE).

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.