Facility Project Coordinator

202400091S

Facility Project Coordinator

Exempt

This position is a pay grade 12. Please see Pay Grade Table at:

Professional

Facilities Planning & Construction

Division of Finance and Operations

03/12/2024

Yes

Bachelor’s degree in Industrial Technology, Construction Management, Accounting, or related field. Three years experience in construction management, accounting, or a related field. Experience using online project management, accounting software, as well as experience working in Projectmates or Banner is desirable. Excellent data entry and data manipulations skills desirable. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Implements and oversees facility projects, work orders, and invoices. Coordinates with project managers, business services, and procurement departments to ensure correct invoicing and status of projects.

Provides regular status updates for construction management on small projects resulting from department requests and University designated projects in order to provide a safe and professional environment for the continued pursuit of higher education. Attends regular project updates and project financial status report meetings. Promptly notifies the Director of issues requiring executive action for resolution. Creates project budget and change of budget requests using estimates provided by project managers. Sets up projects in the software Projectmates. Sets up budgets and coding structure in Projectmates using approved project requests. Adds/removes budget line items as needed to enter purchase order requests and purchase order change requests in Projectmates. Executes budget transfers in Projectmates at the direction of project managers. Enters purchase order requests in Projectmates with correct account codes using vendor proposals provided by project managers. Confirms that Procurement issues the purchase orders and purchase order changes correctly by comparing Projectmates and Banner entries. Initiate the correction process as required by working with Procurement and Facilities Business Services. Regularly monitors project budgets to identify discrepancies between Projectmates and Banner. Initiates and manages corrections as required by working with project managers, Facilities Business Services, and other departments. Works with project managers to project costs using Excel templates. Monitor projects for open purchase orders and invoicing status. Performs other related duties as assigned.

At project close out, assists Facilities Business Services in obtaining final invoices. Works with project managers, Business Services, and Procurement to unencumber unused funds left on purchase orders. After all purchase orders are closed after project completion, performs a final reconciliation between Projectmates and Banner budgets. Initiates the correction process as required by working with project managers and Facilities Business Services. Requests fund termination from Business Services after project completion and Projectmates and Banner budgets are reconciled. Working with project managers to apportion project costs into standard capitalization cost categories provided by Property.

Position requires driving and operating a university vehicle; therefore, a valid Texas drivers license and driving record acceptable to the university’s insurance carrier is required. Uniforms and identification badges are provided by the University according to departmental policy.

Full Time

Sam Houston State University is an Equal Employment Opportunity/Affirmative Action Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, religion, sex, national origin, age, veteran status, disability status, sexual orientation, pregnancy, or gender identity or expression. Sam Houston State University is an “at will” employer. Employees with a contract will have additional terms and conditions. Security sensitive positions at SHSU require background checks in accordance with Education Code § 51.215.