Special Projects Coordinator

Chicago, IL

Posted: 10/22/21
Deadline: 12/15/21

About This Organization

Columbia College Chicago is an acclaimed undergraduate and graduate institution that provides a comprehensive education in the arts, communications and public relations. We constantly aim to reach our full potential as an educational innovator, incubator of new creative practice and generator of real-world success for young creatives. We are located in the heart of Chicago, across the street from historic Grant Park, and housed in some of the most iconic buildings in the South Loop.

Job Duties

Columbia College Chicago a private urban institution of over 6,000 undergraduate and graduate students, four-year College offering a distinctive curriculum that blends liberal arts, creative and media arts and business is currently searching for a Special Projects Coordinator.


Reporting to the Director of Finance and Business Affairs, the Special Projects Coordinator will be responsible for key administrative tasks related to capital construction projects, lead coordination of special projects, and support the department’s administrative functions. Primary duties and responsibilities include administrative duties from scope development to close-out, invoicing review and budget tracking, stakeholder coordination, and maintenance of project files. The Coordinator will also project manage both planned and unplanned projects by assisting stakeholders in defining scope, coordinating meetings, utilizing project management tools to meet deliverables, and communicating project successes via various platforms. This highly motivated individual is willing to take initiative and can perform efficiently with minimal direction and/or supervision. This individual is also a team player who is willing to learn new skills and has the ability to prioritize, multi-task and maintain flexibility in a fast-paced environment.


Capital Construction Projects

Support budget tracking for all capital projects and budget reconciliations as needed.
Work with Finance to set up and create general ledger accounts for projects and submit accounting reclass forms and financial close-out documents.
Assist in tracking pay applications and invoices to ensure billing is in line with contracts. Work with project managers, contractors, vendors and Finance to resolve any issues related to billing, invoicing and purchase orders.
Coordinate with staff and departments, as well as third parties, to schedule work, coordinate shutdowns, tie-ins, and contractor access. Effectively communicate construction impact and works collaboratively with leadership and staff to mitigate impacts to ongoing academic activities.
Coordinate project close out process; obtain all close out documentation and ensure all approvals and permits are in place.
Serve as a point of contact for all project related documentation.

Special Projects

Coordinate both planned and unplanned special projects by creating and refining scope, work plans, meeting agendas, communications documents, and reports as needed.
Lead stakeholder meetings and follow-up on tasks and responsibilities as appropriate.
Take ownership of deadline-driven activities and bring a high level of attention to detail and project management tools and processes to drive project success.
Lead internal and external communications from the department to the campus community through the department’s SharePoint site, mass communication e-mails, and other mediums.
Work with department staff to understand and communicate current and ongoing activities to share through various platforms.
Draft targeted messaging and create strategies to increase awareness of the department’s work and encourage engagement with the campus community.
Create templates for the department to utilize internally to streamline organization and promote collaboration.

Administrative Support

Assist in preparing and maintaining project documentation; coordinate revisions and distribute as needed. Obtain approvals as required.
Coordinate and assist in processing and maintaining all documents needed from project initiation to completion. This includes supporting the preparation of Requests for Information and Requests for Proposal documents, contract execution, requisitions, permit applications, etc.
Schedule, coordinate agendas, and attend meetings to document issues and items requiring follow up.
Support invoice review and payment process.
Assist with year-end reconciliation of Capital and Operational budgets. Work with Finance to resolve any discrepancies.
Perform other related duties and/or responsibilities as assigned or required.

Required Qualifications

Bachelor’s degree required and three to five years of experience in architectural, facility design, and/or project management fields, including familiarity with documentation and submittal processes preferred.
Familiarity with construction industry, including and understanding of construction contract administration, terminology and processes preferred.
Experience with budgets and accounting, project management tools and processes, and creating communications documents preferred.
Proficiency in MS Office Suite (Word, Excel, Outlook and PowerPoint), Adobe Acrobat, Internet and web-based applications.
Ability to interact well with all levels of the college and external parties.
Excellent organizational, customer service and time management skills are a must.
Excellent written and verbal communication skills.
Proven ability to work effectively and independently within time constraints and changing priorities, and on multiple projects simultaneously.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee and is subject to change based on the needs of the department and/or college.

At Columbia, we offer a rewarding work environment for our faculty and staff. We take pride in offering competitive benefits with affordable health, dental and vision coverage; flexible spending accounts; commuter benefit program, life and accidental, death & dismemberment coverage; paid and unpaid leave options; work/life benefits; educational assistance programs; and retirement and financial planning benefits.

We invite you to join our talented faculty and staff and become part of our collective aspiration to ensure Columbia prepares students for success in their creative fields through innovation, engagement and real-world experiences.


Position subject to a background screening.

This is a union position.

This position is overtime eligible.

Qualified candidates of diverse backgrounds are encouraged to apply.

Columbia College Chicago is an equal opportunity employer and complies with all local, state, and federal laws and regulations concerning civil rights. The college does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability, protected veteran status, genetic information, or other protected classes under the law.

Required Application Materials