Project Manager II - Project Coordinator

Job Description

Works across the M&C department and with architects/engineers and construction contractors assisting project managers on various construction and renovation projects. Duties include maintaining document library, Standard Operating Procedures and assistance with construction and facility building/system databases for construction and renovation projects. Assist with documentation process and ensuring the contractual requirements during the period of the project is properly maintained. Coordinates with the project management team supporting the planning, initiation, and monitoring of construction projects at various levels of design or completion. Gathers and provides information on the progress and schedule of projects to the project management team. Communicates with project stakeholders, management, architects, engineers, construction contractors, and other relevant parties.

Essential Job Functions (EJF)

• Uses project documents, such as drawings, engineering reports, inspection reports, issue logs, and project scope narratives to compile information into decision documents and supporting reports to support the architects, engineers, specialists, contractors, and HHSC leadership to ensure informed decisions are made about project budgets, schedules, change orders, scope changes, error and omission filings, and at key performance milestones. 30%
• From payment draws, project drawings, inspection reports, issues logs, narratives, agency financial systems, project tracking and standard project reports, prepares and provides non-standardized and ad hoc status reports with expenditure and budget information and presents at in-person (and online) meetings the project status reports to HHSC, project management teams, architects, engineers, and construction contractors on the schedule and work completed and whether that work is on schedule and what issues/variances from the published schedule or budget are occurring. 20%
• Prepares draft change orders or contract amendments for review from drawings, engineering reports, specification narratives, minimum regulatory requirements and inspection documents to initiate construction projects and create drafts of notices to proceed – marshalling those project documents through approval to execution from the appropriate HHSC leadership and personnel (including procurement and contracting services, and HHSC legal). 20%
• Uses standardized monthly project status reports, architectural and engineering submissions (to include drawings and specifications) to identify variances from projects and planned construction/renovation schedules and makes appropriate notification to principal project manager (PMIII-Vs). 10%
• Provides and explain the use and submission requirements of forms, procedure and process documents to architects, engineers, specialists, contractors, and HHSC leadership and staff. 5%
• Conducts initial review of payment submissions, standard monthly construction project status reports from architects, engineers, construction contractors, or HHSC financial reporting systems with expenditure and budget information and provides summaries of significant items from those reports to HHSC leadership and the project management team on the schedule and work completed and whether that work is on schedule. 5%
• Aid the principal project manager (PMIII-Vs) in developing the first draft of project budgets, preparing work plans and milestones by pulling similarly completed previous projects and doing initial completion of project documents necessary to obtain project creation budgets in CAPPS and in crafting minimum required bid documentation. 5%
• Conduct initial review of work milestones/schedules received from construction contractors, architects, and engineers for completeness and to ensure project scope is appropriately addressed by the plans submitted, provides that analysis to the project team for their consideration in making project decisions/taking project actions. 5%

Knowledge, Skills, and Abilities Required

• Knowledge of project management theories and practices applicable to projects of moderate scope; systems and procedures used to evaluate a third-party vendor’s performance; and local, state, and federal laws and regulations relevant to the administration of the project undertaken.
• Skill in construction and project management monitoring and in the use of a computer and applicable software.
• Ability to exercise sound judgment in making critical decisions, to analyze complex information and develop plans to address identified issues, to demonstrate negotiation and facilitation skills, to identify project risks, to prepare reports and charts, to communicate effectively, and to assign duties and responsibilities and coordinate the work of project staff.

Licenses, Certifications, or Registrations Required

• Certification as a Certified associate in project management (CAPM) or Project Management Professional (PMP) preferred but not required.

Initial Screening Criteria

• Minimum of one-year of experience performing project support functions in a project management office for a contractor, owner representative, or an owner.
• Experience in producing and distributing standardized project reports.
• Experience with projects local, state, and federal, healthcare, or non-profit entity is preferred.
• Experience using project management software/tracking databases is preferred.
• Certification as a Certified associate in project management (CAPM) or Project Management Professional (PMP) is preferred.

Additional Information

• Mobile Work: This position may have an opportunity for mobile work part-time. The candidate will attend new employee orientation and manage administrative functions through their designated headquarters or in Austin. There is no guarantee of permanent mobile work, employees must meet eligibility requirements in accordance with agency policy, and any mobile work options are subject to change. A mobile work employee will not be reimbursed for travel from the employee's residence to their designated headquarters.
• ADA Accommodations: In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
• Pre-Employment Checks and Work Eligibility: Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• Telework Disclaimer: This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.