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Coordinator – Business Affairs

Apply now Job no: 498276
Work type: Full-time
Location: District Service Center
Work Schedule: Monday-Friday (8:00-5:00)

Working Title
Coordinator – Business Affairs

Job Title Code
CCU

Salary Level
N04

Salary Range (Full-Time)
$3,583.33 mo. - $4,120.83 mo. (dependent on experience and other considerations)

FLSA
Non-Exempt

Position Type
Staff

Position Summary
Supports the organization by performing administrative duties related to planning, directing, and coordinating the operational activities of the assigned organization and working on assigned projects.

Required Knowledge, Skills & Abilities
Some responsibilities may include performing administrative duties, maintaining databases, creating reports, assist management and colleagues perform assignments, maintain and provide direction in the office, and completion of special projects and/or events, and other assignments as requested.  Understand the short and long term goals of the organization and has the related knowledge to fulfill these goals successfully, following District policies and procedures.  Networks with other coordinators, institutions, and departments to share information and gain knowledge to help improve the process and procedures.  Build solid relationships interacting with colleagues, external entities, and personnel to fulfill the vision and mission of the organization.  Serves as a primary point of contact and liaison with other offices, individuals, and external institutions and agencies on a range of specific issues and coordinates and facilitates meetings.  The ability to analyze plans and able to identify mistakes and inefficiencies and provide solutions.  Monitors and coordinates the budget as appropriate and prepares internal reports for management as requested.  Assist with project development, planning and implementation.  Excellent time management skills, able to prioritize, and has solid organizational skills to complete assignments, projects and tasks on time.  Strong communication skills to speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques, interacting with diverse audiences.  Must be able to provide excellent customer service.

Physical Requirements
Normal physical job functions performed within a standard office environment.  Reasonable accommodations may be made to individuals with physical challenges to perform the essential duties and responsibilities.

Minimum Knowledge and Experience
Associates degree with two (2) years of work-related experience.  Official transcripts required when applicable.  *** Will be subject to a criminal background check.  Some positions may be subject to a fingerprint check. ***

Essential Duties and Responsibilities
Manages project documentation and coordinates documentation revisions and distribution. Responsible for the set-up of projects in the tracking system and the creation of project files.  Responsible for preparation and documentation for project commitments (i.e. Agreements, Contracts, Work Authorizations, Purchase Orders).  Prepares and reviews agreements for signature.  Process and track project contracts.  Responsible for entering project information data (i.e. project status updates, schedule updates, cash flow forecasts) and project documentation into project management technology tools (software applications, web-based tools, job cost accounting tools).  Reviews and processes all monthly invoices, pay applications and change orders in accordance with compliance requirements per District policy. Process and posts all change orders in both the project management and accounting systems. Coordinates and assists management with responses to miscellaneous submittals including requests for information.  Prepares and tracks all change order requests and reports on cost changes and budget impact.  Develops standard project status reports for project managers, District leadership and the Board of Trustees.  Coordinates and assists in project closeout procedures for all projects including: arranging for archiving of hard copy files; receipts of necessary close out/turnover documents; compliance with closeout checklist; coordination of lien searches; receipt of occupancy and closed building permits and warranty manuals; receipt of As built and CAD drawings; and, collection of required documents for project audit.  Acts as a point of contact for escalated matters among the team.  Completes required DCCCD Professional Development training hours per academic year.  Must have excellent interpersonal, presentation, oral and written communication skills to communicate with a wide array of diverse stakeholders and constituents within the DCCCD community network.
Performs other duties as assigned.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position.  Incumbents may be directed to perform job-related tasks other than those specifically presented in this description. Position requires regular and predictable attendance.

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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