Operations Project Coordinator

The Operations Project Coordinator serves as a vital mid-level professional responsible for the day-to-day execution and coordination of institutional projects within Facilities, Security, and Auxiliary Services. This role ensures that project timelines are met, documentation is precise, and communication remains fluid between campus stakeholders and external partners.

The Operations Project Coordinator works closely with the Vice President of Operations, department heads, facilities staff, security personnel, and external vendors to bring structure, accountability, and follow-through to institutional projects. This individual serves as an ambassador for the college, ensuring that all projects support both operational excellence and the distinctive culture of Stephens College.

Responsibilities:

1. Project Execution and Tracking: Manages the day-to-day coordination and monitoring of operational projects to ensure timely completion and quality outcomes.

• Maintains and updates detailed project schedules, task lists, and milestones for operational initiatives across Facilities, Security, and Auxiliaries.
• Monitors project progress daily, identifying potential bottlenecks or resource gaps and escalating them to leadership with proposed solutions.
• Coordinates the logistics of site visits, contractor access, equipment deliveries, and inspections to ensure minimal disruption to campus life.
• Ensures all project-related documentation—including contracts, permits, warranties, and compliance materials—is accurately tracked and filed.
• Tracks project deliverables and holds vendors and contractors accountable to agreed-upon timelines and specifications.
• Supports the bidding and RFP (Request for Proposal) process by organizing submissions and coordinating review committees.

2. Operational Liaison and Communication: Serves as a primary point of contact for project stakeholders, ensuring clear and consistent communication across all phases of project work.

• Acts as liaison between Facilities, Security, Auxiliary Services, and campus departments (Academic Affairs, Student Life, Human Resources) regarding project impacts and timelines.
• Serves as a primary point of contact for external vendors and contractors, ensuring they adhere to college standards and project specifications.
• Facilitates communication and coordination for cross-functional project teams.
• Drafts project updates, status reports, dashboards, and briefing materials for leadership review.
• Assists in coordinating cross-functional meetings, ensuring clear agendas and actionable follow-up items.
• Communicates project timelines and impacts to campus constituents in a clear, professional, and timely manner.

3. Administrative and Financial Coordination: Maintains the administrative infrastructure necessary for successful project delivery and institutional compliance.

• Manages the processing of purchase requisitions, invoices, and contract renewals related to operations projects.
• Assists in tracking project budgets, highlighting variances, and supporting the preparation of financial reports.
• Maintains accurate and organized project files, contracts, permits, warranties, drawings, and compliance documentation.
• Maintains the centralized repository for all operational SOPs (Standard Operating Procedures) and compliance documentation.
• Ensures that all operational activities comply with college policies, regulatory standards, and best practices.
• Supports long-range operational planning and capital planning documentation efforts.

4. Quality Control and Stewardship: Ensures that project outcomes meet the high standards of quality, safety, and stewardship expected by the Stephens College community.

• Conducts regular walkthroughs of project sites to ensure work aligns with the college's aesthetic, safety, and quality standards.
• Supports the implementation of sustainability initiatives and risk management protocols across all operational projects.
• Assists in the onboarding of new vendors or auxiliary partners to ensure they understand the Stephens College mission and culture.
• Evaluates project processes and recommends improvements to increase efficiency and reduce risk.
• Participates in coordinating staff and organizational events related to project launches, milestones, or campus initiatives.
• Updates job knowledge by participating in educational opportunities; reading professional publications; staying current on trends in higher education operations and project management.

• Bachelor's degree in Business Administration, Operations Management, Project Management, or related field preferred; or equivalent combination of education and relevant experience.
• 2–4 years of demonstrated experience in project coordination, facilities operations, or administrative management.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Demonstrated ability to manage multiple projects and priorities simultaneously in a deadline-driven environment.
• Strong written and verbal communication skills.
• Proficiency with project management tools (e.g., Monday.com, Asana, Smartsheet, or similar) and Microsoft Office Suite.
• Collaborative mindset and ability to work effectively across departments and with external partners.
• Must be adept at problem-solving, including the ability to identify issues and resolve problems in a timely manner.
• Must be dependable, able to follow instructions, and respond to management direction.
• Must have the ability and means to travel on a flexible schedule as needed; proof of liability and property damage insurance on vehicle used is required.

Preferred Qualifications:

• Experience in higher education, nonprofit, hospitality, healthcare, or similarly complex institutional settings.
• Familiarity with facilities management, construction workflows, security systems, or capital project processes.
• Experience supporting budgets, contracts, and vendor management.
• Knowledge of auxiliary services operations, food service transitions, or campus services.
• CAPM (Certified Associate in Project Management) or similar certification is a plus.

Core Competencies & Attributes:

• Execution-focused and results-oriented
• Highly organized with strong attention to detail
• Collaborative team player
• Calm, solutions-focused, and adaptable
• Service-minded and student-centered
• Trustworthy with sensitive information
• Committed to accountability and continuous improvement

Stephens College is a nationally recognized, mission-driven institution with a nearly 200-year legacy of educating leaders and innovators. Our campus blends historic architecture with modern learning environments, and our operations team plays a critical role in supporting student success, institutional growth, and community life.

This role offers the opportunity to make a visible, lasting impact on campus projects and operational excellence, working closely with the Vice President of Operations and colleagues who value stewardship, transparency, innovation, and care for both people and place. The Operations Project Coordinator position is designed for a professional looking to grow into a leadership position within institutional operations.

Founded in 1833, Stephens College is the second-oldest women's college in the United States, dedicated to providing innovative, experiential, and career-focused education across various disciplines. Located in Columbia, Missouri, Stephens College continues to be a leader in women's education, fostering a community where students are empowered to lead, innovate, and excel. The college also provides flexible, co-educational master’s degrees and certificates for working professionals, and is home to the co-educational Conservatory for the Performing Arts at Stephens College.

Ranked (over and over again) as one of the best college towns in America, Columbia, Missouri, is home to 36,000+ college students and 118,000 residents. Columbia — conveniently located approximately 100 miles from both Kansas City and St. Louis — has it all: big-time college sports, film, music and arts festivals, a high-energy arts community, amazing recreation, and a great downtown with lots of places to eat, shop, snack and check out the latest bands. The Columbia community offers outstanding health care options, as well as excellent educational opportunities for every level of student (including our own Children’s School).

Be a part of this amazing community of innovative thinkers, doers and dreamers.

Stephens is an Equal Opportunity Employer and will recruit and employ qualified personnel without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, or status as a veteran.