Work Management Program Coordinator

University of Colorado System; Allenspark (CO); Hybrid; USD 74,000 - 78,000; Full time

Job summary

The University of Colorado Boulder seeks a WorkManagement Program Coordinator to support Facilities Management Operations with procurement, work management, and project support. The role oversees maintenance software, the equipment database, and the full work order lifecycle, including billing and space data management, while ensuring compliance with CU System policies.

Based in Colorado, the position offers a hybrid schedule with standard business hours, occasional after-hours support, and

Qualifications

• Bachelor's degree or equivalent combination of work experience.
• 1 year of professional experience in process management or program coordination.
• Proficiency in Microsoft Word and Excel (Pivot Tables, equations, and other functions).
• Ability to work independently and in a team setting.

Responsibilities

• Procurement coordination for Facilities Management's operations contracts and compliance docs.
• Maintenance system administrator for the CMMS, PM program, and equipment database.
• Maintain warranty data, act as contractor liaison, and document turnover processes.
• Manage insurable loss events, cost estimates, and reimbursements with Risk Management.
• Coordinate building service outage communications and support campus emergency readiness.
• Support back-up for Small Construction Project Coordinator during time-sensitive items.

Skills

Process management

Program coordination

Education

Bachelor's degree or equivalent

Tools

AIM CMMS

Microsoft Word

Microsoft Excel

Job description

Job Summary

The University of Colorado Boulder is searching for a WorkManagement Program Coordinator! This position provides essential support to the Facilities Operations' Work Management and Project Support teams, ensuring efficient processes within the department. Key responsibilities include being the Procurement Coordinator for in-house, Trades specific work, maintaining close collaboration with Trades personnel, and having a strong understanding of the UCB construction process. The role also involves managing the department's maintenance management software system for the Operations area, maintaining the Equipment Database, and supervising the entire work order lifecycle, including automated billing, cost tracking, and managing campus space/occupancy data. This role also acts as the Insurable Loss Liaison for Facilities Management Operations and may be asked to perform critical services during emergency situations to aid our front-line staff and supervisors, ensuring they have the correct administrative tools to account for their services. CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

Facilities Management is responsible for the overall physical development and maintenance of the campus. The mission of the department is to provide a safe physical environment that promotes the advancement and transfer of knowledge.

What Your Key Responsibilities Will Be

Procurement Coordination

• Be the primary Procurement Coordinator for Facilities Management's Operations' contract needs, managing contract services, and compliance documentation (contracts, permits). Approve purchases and manage PO requisitions and blanket purchase orders, oversee environmental compliance documents, and provide procurement training in compliance with CU System procurement policies and processes. Hold a procurement purchasing card (P-Card) for purchasing business-related goods and services directly.

Integrated Work Management System Maintenance

• Be the point of contact for the maintenance management software system, creating, modifying, and maintaining the preventive maintenance program and equipment database. Research standard processes, recommend system improvements, and generate necessary reports for users.

Project Asset & Warranty Management

• Support the Project Support Team by maintaining accurate warranty information, acting as a contractor liaison, conducting audits, and providing historical work order data for project areas and equipment during the document review process. Establish and document construction and project turnover processes, coordinate cross‑campus meetings to streamline workflows. Autonomously compile and format building audit information to support deferred maintenance projects and current replacement value evaluations.

Insurable Loss Liaison

• Manage insurable property loss events by completing forms, creating and tracking project files in the maintenance management software system, compiling cost estimates and invoices for reimbursement from University Risk Management, and updating project completion status with trade shops and accounting quarterly.

Outage Notification Management

• When required, fulfill back‑up communication duties to coordinate building service outage notifications, ensuring clarity, accuracy, and timely distribution to building users and essential departments (i.e., CUPD, IT, fire department). Manage feedback from interested parties to approve or deny requests and update outage policies and procedures accordingly.
• Complete assigned ad‑hoc duties as required. Act as a back‑ to the Small Construction Project Coordinator for items that are time sensitive.

What You Should Know

This position has an anticipated work schedule of Monday through Friday during standard business hours. Occasional after‑hours administrative support may be required during campus closures caused by extreme weather and can be provided remotely. This position is eligible for a hybrid work schedule.

What We Can Offer

The salary range for this role is $74,000 - $77,833 annually.

Benefits

At the University of Colorado Boulder, we are committed to supporting the holistic health and well‑being of our employees. Our comprehensive benefits package includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County’s largest employers, CU Boulder offers an inspiring academic community and access to world‑class outdoor recreation. In fact, CU Boulder has been named one of Forbes' America's Best Large Employers, ranking #4 among large employers in Colorado and #28 among universities nationwide. Explore additional perks and programs through the CU Advantage program.

Be Statements

Be impactful. Be collaborative. Be Boulder.

What We Require

• Bachelor’s degree or equivalent combination of work experience in the field of program coordination, or experience with process development, process analysis, or process management may be substituted on a year‑for‑year basis for the degree.
• 1 year of professional experience in the field of process management or program coordination.

What You Will Need

• Proficiency in Microsoft Suite – specifically in Word & Excel (Pivot Tables, equations, and other functions).
• The ability to work well independently and in a team setting.

What We Would Like You to Have

Experience working with Computerized Maintenance Management System, particularly AIM.

We may request references at a later time.

Essential Services

This position is designated 'essential/critical services'. The incumbent is required to respond to requests for work during campus emergencies (snow, wind, rain, flood and any other natural or man‑made event) and report to work for regularly assigned shifts during emergency campus closures.