Planning, Design & Construction Administrative Coordinator.

Summary

Serves as Planning, Design & Construction (PDC) department business operations coordinator which focuses on budgeting, administrative responsibilities, work order intake, supporting space management, assisting with strategic & master planning efforts, tracking key performance indicators and special projects. Managing day-to-day operations and cross-functional communication. Provides oversight for budgeting, purchasing, and other business procedures. Fosters consistency in practices and adherence to MCW policy throughout the department.

Primary Responsibilities

• Manage procurement processes, vendor contracts and software licensing for the department.

• Oversee departmental budget, monitor project costs and perform cost-benefit analyses to ensure financial viability.

• Supports PDC leadership with manpower budgeting, salary planning, and long-term planning.

• Ensure PDC specific platforms operate and support MCW missions, these systems include but are not limited to; Workday, FAMIS, ARCHIBUS/SIMS, and Microsoft Teams features.

• Manages office services and operations including preparing reports, analysis, and other business services to maximize business unit efficiencies.

• Act as the central liaison between the PDC department and other internal business units (e.g., Finance, ITS, Human Resources, Communications/ Branding)

• Establish standard operating procedures (SOPs) and methodologies to reduce bottlenecks and improve project delivery timelines.

• Introduce and standardize project management tools and software to facilitate smooth knowledge transfers and creative collaboration.

• Oversee administrative daily operations to ensure scheduling, purchasing, invoicing, and other critical duties are administered and reconciled working with project managers.

• Assist in authoring and developing departmental policy and procedure statements and implement approved changes to ensure compliance with institutional policies.

• Carry out special projects on behalf of Department leadership. Collaborate with MCW Facilities department to implement administrative and programmatic functions in support of the Department strategic and operational objectives while maintaining alignment with institution-wide initiatives.

• Define, track and report on performance metrics (KPIs) such as project margins, turnaround times and client satisfaction.

• Evaluate business procedures continuously and implement data-driven improvements.

• In collaboration with Facilities administration, coordinate onboarding of PDC personnel.

• Serve as a liaison to Facilities administration and Business Operations leader to coordinate the implementation of Departmental and Institutional initiatives.

• Follow the MCW code of conduct, all laws, regulations and policies and ensure legal compliance with governmental and grant requirements.

Schedule:

Monday - Friday standard business hours, working a minimum of 2 days a week onsite.

Knowledge – Skills – Abilities

• Knowledge of technical, business, consultation, project management, and cultural awareness.

• Financial acumen to include budgeting, forecasting, purchase order creation, and invoicing.

• Customer focus, building trust, communication, critical thinking, and influencing skills.

Qualifications

Appropriate experience may be substituted for education on an equivalent basis.

Minimum Required Education:Bachelor’s degree

Minimum Required Experience:4 year’s

Preferred Experience: 6 or more years budgeting in a larger organization with a facilities focus

Physical Requirements

Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

Work Environment

Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.

Sensory Acuity

Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.