Project and Financial Coordinator

Job Description:

The Project and Financial Coordinator provides financial, project, and administrative support to the Planning, Design & Construction (PD&C) team. This role assists PD&C’s Administrative and Project team by supporting project requisitions and payments, filing of project-related documentation, project contracts and procurement, project documentation, reporting, and administrative coordination throughout the project lifecycle. The position serves as a key administrative operational support role, ensuring accuracy, compliance, and efficiency across finance and project administration processes.

1. Major Responsibility: Construction Project Financial and Accounting Support

Supporting Actions:

●        Support Project Managers and Planners with day-to-day financial and  administrative functions for capital,  renewal and other categories of projects.

●        Prepare purchase requisitions, change orders, and payment documentation; ensure compliance with university policies and proper cost coding.

●        Communicate with project managers to assure proper route of invoices for payment, monitor work order costs, advise on timely completion and closing of projects and work orders.

●        Track invoices, payments, and financial transactions; troubleshoot discrepancies in coordination with Purchasing, Accounts Payable, and the Controller’s Office.

●        Monitor Planon work orders and process purchase requisitions as required. 

●        Prepare and distribute routine financial and project status reports.

●        Assist Financial Specialist with departmental deposit, billing, journal entries and other as needed tasks.

●        Serve as a point of contact for routine financial and project-related inquiries from internal stakeholders and external vendors.

●        FIle project related documentation to the current version of the cloud-based document retention system, for example ‘Redeye’.

2. Major Responsibility:   Construction Project Administration & Coordination  

Supporting Actions:

●        Assist the Project Specialist with bid/RFP and Contract processes by entering the necessary information in the project system and obtaining the required approvals.

●        Track project documentation status and follow up with internal and external stakeholders as needed.

●        Provide administrative support for project initiation, implementation, and closeout activities.

●        Maintain project documentation, including contracts, procurement, insurance certificates, closeout materials, and others.

●        Provide general administrative support to the PD&C team, including meeting coordination, document preparation, and cross-coverage during peak periods.

●        Participate in team meetings and provide updates on financial or administrative matters as requested.

3. Major Responsibility:   Maintain project electronic record documentation   

Supporting Actions:
 

●        Maintain project electronic filing process in the record retention system (Google Drive, Redeye, Workday etc)

4. Major Responsibility: Specialized project administrative support as needed. 

Supporting Actions:

●        Assist the Director of Project Finance and Administration to identify needs, create and streamline processes, educate project management staff regarding available resources, and help create divisional goals.
 

●        All other duties assigned as needed. 

Job Qualifications 

Education and Experience

• Associate’s degree (Required)

• Bachelor's Degree (Preferred)

• 3 years related experience, or the equivalent combination of education and experience. Construction project experience and AIA Contract knowledge preferred.

Job Competencies

• Familiarity with the University Financial System of record is highly preferred.

• Proficient in basic accounting concepts; 

• Sound knowledge of spreadsheet and database software

• Ability to make administrative/procedural decisions and judgments. 

• Ability to perform complex tasks and to prioritize multiple projects. 

• Skill in the use of personal computers and related software applications. 

• Ability to use independent judgment and to manage and impart information to a range of clientele. 

• Strong interpersonal and communication skills and ability to establish effective business relationships with internal and external clients and vendors. 

• Strong service orientation.

• Excellent time management and organizational skills in a multiple priority environment

• Solid judgment.

• Good problem solving skills.

• Approachable/Cooperative.

• Dependability/Follow through.

• Good leadership skills.

• Ability to work both independently and as part of a team.

Applicants, please note: All offers of employment are contingent upon a criminal background check and education verification satisfactory to Brown University.

Benefits of Working at Brown:

Please review additional information on the Benefits of Working at Brown.

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Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

This position is not eligible for visa sponsorship.

Still Have Questions?

If you have any questions you may contact [email protected].

Brown is an E-Verify Employer.

EEO Statement:

Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, in the administration of its policies, programs, and activities. The University recognizes and rewards individuals on the basis of qualifications and performance. The University maintains certain affirmative action programs in compliance with applicable law.