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The Construction Project Coordinator is responsible for independently overseeing specific components of FIRM’s core missions, including renovations, lab onboarding, moves, and close outs, facility repairs, lab and office space allocations and leases, capital assets, and risk management. This position seeks a candidate who will become a subject matter expert for demanding operational needs. The Construction Project Coordinator position requires learning and mastering software applications and various technical skills and meeting with key partners and the community that we serve. Creating, maintaining and improving upon FIRM’s existing processes is a key collaborative function in the office. The candidate is responsible for documenting/maintaining all Standard Operating Procedures (SOPs) and compiling/organizing all project-related files. The Construction Project Coordinator must maintain and leverage existing relationships and build new strategic partnerships across Vanderbilt as nearly all projects require extensive collaborations.

About the Work Unit:

The School of Medicine Basic Sciences (SOM BS) is comprised of Departments, Centers and Institutes, and Shared Resource Cores. These areas conduct funded research and provide training for advanced degrees in science. The Office of Facilities, Infrastructure, and Risk Management (FIRM) was established in 2018 within the Dean’s Office to oversee and support operations for all SOM BS work units and research programs. Oversight includes 500k GSF of space spanning three VU and five VUMC buildings on the Vanderbilt campus and one satellite facility in Cool Springs.

Duties and Responsibilities

Key Functions and Expected Performance: Facility Project Management:

The candidate will execute projects of various sizes from inception to close out. They will determine the project’s scope of work, secure quotes from contracted vendors and appropriate facilities areas, build a detailed estimate, and oversee all work to completion. Common required processes and skill sets are:

1. Layout and Design: Oversee projects’ ongoing planning and implementation, including:

a. determines requirements for modifying an office and/or lab space,

b. assess design needs that balance function and aesthetics,

c. coordinate various activities and stakeholders, and

d. finalize layouts and specifications for utilities, furnishings, and lab casework.

2. Budgeting and Expense Tracking: Maintain records of all documents in FIRM’s custom Project Tracker tool required for the following:

a. create a budget from the scope of work and gain approval from stakeholders,

b. obtain quotes and submit requisitions for project as needed, and

c. responsible for Project Tracker being updated with appropriate documentation and organization, and

d. manage expense reconciliation in conjunction with SOM BS Dean’s Office Finance team.

3. Project Quality Control and Completion: Oversee project implementation and ensure FIRM’s standards are met, including

a. monitor equipment installations and contractors’ quality of work,

b. identify milestones and, when met, provide detailed reports to stakeholders, and

c. alert senior Construction Project Coordinator to lapses in work quality or timelines that are in jeopardy.

4. Liaison: Serve as the point person for

a. VU Maintenance and Operations (VUMO) and VUMC Facilities Management (FM) as related to projects, repairs, and service,

b. facility renewal team for project planning and expense estimation,

c. VU Environmental Health and Safety (VU EHS),

d. office staff to follow up on outstanding work requests, and

e. senior Construction Project Coordinator on escalation issues.

5. Vendor Management: Meet with vendors and contractors to

a. source appropriate products and solutions,

b. negotiate pricing on contracts, and

c. forecast timelines for deliveries, installations, and other work.

Process Development and Documentation: Responsible for documenting FIRM processes and workflows, including

1. oversee the management of a document library for FIRM’s SOPs,

2. collaborate with FIRM staff to identify missing process documentation,

3. identify inefficiencies in workflows, suggest solutions, and update SOPs when changes occur, and

4. work with Administrative Coordinator to push SOP content to the FIRM website.

Additional Responsibilities:

1. Cross train with individuals within FIRM to provide backup support, including software related to freezer monitoring, Space Survey and Capital Assets.

2. Work with institutional staff and faculty to identify space functionalization, corrections to floor plans, and property transmittal forms.

3. Attend special projects meetings with institutional departments such as Research Finance, VU Public Safety and Risk Management, as necessary.

4. Identify and complete annual career development opportunities related to skill sets required for the position.

Qualifications

• A Bachelor’s degree from an accredited institution of higher education is necessary.

• Five years of Project Management experience or Lab Manager of a research lab preferred.

Experience and Skills:

• Excellent problem-solving skills are necessary.

• Ability to thrive in a demanding, dynamic, and fast-paced environment is necessary.

• Customer-focused and meticulously detailed are necessary.

• Having a proactive and eager approach to continual learning is necessary.

• A robust knowledge base of design, facilities, and/or construction are required.

• An entrepreneurial spirit is necessary.

• Strong professional ethics that instills trust with team members, collaborators, and stakeholders is necessary.

• A strong team player, a self-starter with analytical aptitude and the ability to communicate to a wide range of people with varying skills and education are necessary.

  Commitment to Equity, Diversity, and Inclusion

  At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

  Vanderbilt University is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

  Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.