Project Coordinator, FD Project Management Office, Facilities Development

Summary of Key Responsibilities

• (job functions include but are not limited to):
• Project Management:
• Assist the Project Manager with the drafting and issuance of project charters, project schedules, budgets, work breakdown structures/packages, cash flows, change order documentation, quality assurance plans and project reports. Ensures all documentation is properly initiated, checked, authorized, and maintained.
• Keep the Project Manager and others informed about project status and issues which impact project delivery/outcomes. Project Controls and Reporting functions include: Maintaining and updating project governance documentation including risk registers, action logs, decision logs, and issue logs. Supporting preparation of Board, Government of Alberta, and internal executive reporting. Maintaining project data within institutional systems (e.g., Archibus). Coordinating and managing structured project communications including meeting minutes and documentation control.
• Maintaining and updating project governance documentation including risk registers, action logs, decision logs, and issue logs.
• Supporting preparation of Board, Government of Alberta, and internal executive reporting.
• Maintaining project data within institutional systems (e.g., Archibus).
• Coordinating and managing structured project communications including meeting minutes and documentation control.
• The Project Coordinator will perform change control, schedule control, cost management, quality assurance, communication, risk management, contract administration, and project support services for the Project Manager and project team. In addition, the Project Coordinator will be responsible for active liaison with the design team, contractors, internal stakeholders and external agencies. This includes supporting procurement activities including preparation of RFP documents, coordination of RFI responses and addenda, evaluation of proposals, preparation of contract award recommendations, and support execution of consultant and contractor agreements in collaboration with Supply Chain.
• The Project Coordinator will actively track project status to ensure schedule, budget, scope and quality are being measured and monitored through the use of performance criteria & the specifications set out in the Project Charter, contracts and/or design documents. Specific tasks of the Project Coordinator include: Coordinate and schedule design phase meetings and milestone reviews, including compilation and tracking of design review comments to ensure resolution at each phase. Support design change administration, value engineering tracking, alternate systems analysis (cost and schedule impacts), and review of consultant and contractor cost estimates Assist in development and coordination of commissioning plans.
• Coordinate and schedule design phase meetings and milestone reviews, including compilation and tracking of design review comments to ensure resolution at each phase.
• Support design change administration, value engineering tracking, alternate systems analysis (cost and schedule impacts), and review of consultant and contractor cost estimates
• Assist in development and coordination of commissioning plans.
• The Project Coordinator must ensure compliance with University standards, policies and procedures and ensures that work is completed in compliance with applicable building codes and other relevant legislation.
• Track the progress and quality of work being performed by design disciplines, contractors and other service providers.
• Coordinate site reviews, inspections, and stakeholder walkthroughs as directed by the Project Manager.
• Use project scheduling and control tools to monitor project plans, completion of deliverables, schedules, budgets and expenditures.
• Analyze and resolve issues that have the potential to jeopardize performance and/or ability to meet agreed upon deliverables; analyze financial and operational reports.
• Ensure project close-out activities and sign-offs are completed within assigned timeline requirements as set out by the department.
• Review and recommend for payment of invoices, progress claims, etc.
• Issue minutes, change orders, purchase requisitions and forecasts.
• Attend site meetings and perform site reviews for quality assurance.
• Manage smaller projects from inception to completion under the supervision of Project Manager, if assigned by the Project Manager.
• Communication:
• The Project Coordinator will routinely handle potentially sensitive and confidential information within various projects. Active communication with clients at all levels including multiple internal and external stakeholders is required, and to that end project tasks and activities must be coordinated and actioned in such manner as to enable the project to be completed in an efficient, effective, safe and environmentally sustainable manner.
• Effectively and accurately communicate relevant project information to project sponsor, project stakeholders and PMO leadership.
• As directed by the Project Manager, the Project Coordinator may oversee contractors and consultants and chair project meetings. The Project Coordinator works collaboratively with
• Supply Chain Management to procure and contract the required design and contracting services and to this end, will strictly adhere with university procurement policies and procedures.
• Professionally and respectfully interacts with co-workers, supervisor, and members of the University community, consultants, contractors and suppliers.
• Other Tasks and Duties:
• Manages own time effectively to accomplish tasks with minimum of overtime.
• Perform any other related duties incidental to the work described herein.
• Expected to actively participate in own training and professional development in coordination with the department.
• Ensures regular work attendance and timely reporting for duty.

Qualifications / Requirements

• 3-5 years of progressive experience supporting project managers and/or managing projects related to the construction industry, including capital renewal, renovations, and new construction. Post-secondary degree or diploma in the area(s) of engineering, architecture, project management, and/or environmental design. Alternatively, in lieu of a degree or diploma, a combination of progressive 5+ years experience coordinating design and construction projects in conjunction with formalized project management training will be considered.
• Comprehensive knowledge of construction documents, drawings, and specifications as well as current building construction practices and methodology. This includes disciplines in architectural, mechanical, structural, electrical & instrumentation, and HVAC.
• Understanding of project cost management principles and experience monitoring/controlling project financials, including budgets, commitments, and actual expenditures.
• Ability to create project schedules and monitor and control schedule throughout the lifecycle of the project.
• Strong understanding of scope management and the ability to work closely with the relevant stakeholders and owner representatives for successful delivery of the approved project.
• Experience with contract management and administration, including the CCDC format as well as contract management processes such as tendering, RFIs, change orders, lien holdbacks, etc.
• A Project Management Professional (PMP) designation from the Project Management Institute is desirable.
• Intermediate proficiency in the use of computerized project management systems. Examples including but not limited to Archibus PM module, Share Point, Microsoft Project and Microsoft Excel.
• Excellent verbal and written communication, planning and organizational skills are required. Must be able to multitask and efficiently allocate time among multiple assigned projects.
• Ability to demonstrate tactfulness, a collaborative nature, and professionalism while working with a variety of stakeholders.
• Superior flexibility and the ability to respond well to rapidly changing needs and priorities.
• Maintains good judgment under pressure.
• A valid Class 5 driver¿s license (cannot be a graduated license) with proven good driving record (abstract required).

Application Deadline

• September 25, 2026.
• We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
• This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase 3 .
• For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website .

About the University of Calgary