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Project Coordinator, District Energy Systems

Facilities Operations

Project Coordinator, District Energy Systems

  • 532909
  • Manhattanville
  • Facilities Operations
  • Full Time
  • Opening on: Dec 21 2022
  • Grade 12
  • Job Type: Officer of Administration
  • Regular/Temporary: Regular
  • Hours Per Week: 35
  • Salary Range: $64,100 – $75,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Project coordinator will work with all the various departments throughout Manhattanville to coordinate activities, resources, information, and service interruptions that will be impacted by maintenance and repair for the District Energy Plant. Acting as a liaison for the Director and Manager of District Energy System, to coordinate all aspects of system shut downs and projects with all departments in Manhattanville Campus. The incumbent will coordinate all activities and acts as a liaison for scheduling and access, as it relates to Telecom/IT, Building Service, Operations, Security and Equipment needs for the department. They will keep a close watch on the repairs, maintenance budget and training for all employees in the Manhattanville Engineering Department in addition to utilizing management tools to monitor working hours, budgets, plans (e.g. Maximo or other CMMS). They will issue and maintain all appropriate paperwork and will be involved in the day to day District Energy Plant operations, including major projects from the initial planning stages, implantation, and follow up after projects are completed.

The Project Coordinator resolves problems independently and assists with project development and planning to ensure more efficient service and organization of the office and services provided by the DES team. This position will support the implementation of new strategies and processes designed to enhance work quality, productivity and customer service for the division, as well as coordinating the provision of office and staff support services to the office. They may participate in the supervision and completion of special projects as assigned. The project coordinator will report to the Manager of District Energy Systems, the Project Coordinator is a critical component of the Manhattanville Operations team.


  • Responsible for managing, overseeing, and performing a variety of office support for the Manhattanville Engineering Department.
  • Serves as the primary point of contact for internal and external constituencies, including senior staff, faculty, support staff and contractors, often on complex and confidential issues and assumes overall responsibility for the smooth operation of the department's administrative functions.
  • Keeps track of employee licenses and certifications for expirations, etc. 
  • Maintains the CMMS system including administering the preventative maintenance (PM) tracking and documentation system, develops PM schedule, assigns and distributes work orders, handles updates to PMs, maintains corrective work orders, maintains contractor task order work orders, and creates reports as necessary.
  • Supports the team with daily timekeeping, Kronos/adjustments, and Unifier purchase orders and contract execution.
  • Assists with monitoring and tracking budgets, preparing reports, create and distribute computerized financial spreadsheets and status reports, develop and implement tracking mechanisms for departmental functions, conducting recruitment and supervising temporary and work-study help when necessary.
  • Interfaces with Finance Department, Department Program Manager and Supervisors daily in preparing purchase requisitions, Maximo billable/recovery tracking and close-out and contracts in compliance with Columbia University (CU) Procurement and Accounts Payable policies.
  • Interfaces with HR Department with position vacancies and eventual on-boarding needs for the department.
  • May serve on a variety of committees in a support capacity.
  • Performs other related duties or special projects as assigned.
  • Perform related duties and responsibilities as assigned/requested including a key role in the Emergency Action Plan.

Minimum Qualifications

  • Bachelor's degree and/or its equivalent.
  • Minimum of 3-5 years related experience in Construction Administration or Finance background in a technical industry required.
    Knowledge of Microsoft Word and Excel required.
  • Strong problem-solving and interpersonal skills required.
  • Ability to exercise discretion and judgement in dealing with sensitive and confidential matters required.
  • Strong verbal and written communication skills essential. Excellent writing and editing skills required.
  • Ability to create, compose, and edit written materials. Knowledge of office management principles and procedures.
  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
  • Excellent organizational and coordinating skills. 

Obtain and maintain valid NYC certificates of fitness as determined by CU and the EAP.

Preferred Qualifications

  • Knowledge of finance, accounting, budgeting, and cost controls procedures strongly preferred

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

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