Project/Program Coordinator

Job Title: Project/Program Coordinator

Agency: Buildings and Properties, and Legal

Reports To: Director of Buildings and Properties & Shared Services Administrative Lead

Position: Full-Time, Benefits, Non-Exempt

Purpose and Scope

To support the Diocese of Joliet in its mission of encountering the living Christ, this position is responsible for serving as an assistant to the diocese, pastors, and leadership staff in oversight and administration of the properties and buildings, as well as environmental aspects for the Diocese of Joliet. This position assists the Director of Buildings and Properties in managing diocesan facilities and other properties across the seven (7) counties that comprise the diocese by performing the following tasks: managing the flow of proposals, invoices, contracts, payments, lien waivers, leases, property sales and property taxes for diocesan properties and all parish construction projects exceeding $40,000, as well as documents related to environmental issues. Additionally, this position provides administrative support for the Diocese of Joliet General Counsel.

This position is also responsible for the Illinois Local Education Agency (LEA) requirements in the diocese as well as overseeing processing of all general construction, renovation, building repairs, plant operation, maintenance, and procurement of related services, billing and for the Diocese of Joliet and its affiliated entities and agencies.

Essential Job Functions

Administrative

· Transcribe letters and memoranda from recordings or notes for Buildings and Properties department and compose routine correspondence, reviewing for proper punctuation and grammar.

· Handle incoming calls, email, and mail for Buildings and Properties department.

· Organize and maintain a filing system so documents can be easily retrieved.

· Keep records of all contractors and architects placed on the diocesan approved contractors list reviewing all necessary back-up materials.

· Maintain records and files as required.

Legal

· Prepare reports and documents, update and/or renew leases, prepare construction contracts for signature.

· Prepare general correspondence and/or mailings as needed.

· Schedule meetings as needed.

· Special projects as required.

Environmental

· Administer record management for all environmental issues within the diocese.

o Asbestos

o Lead

o Mold

o Underground Storage Tanks (UST’s)

· Record periodic surveillance reports and short-term worker sheets.

· Maintain, file, record and coordinate asbestos documents, training, reports.

Construction

· Organize contracts for review by director and signature by Bishop or Power of Attorney (POA) designate.

· Keep records of all projects, leases, and property transactions.

· Maintain project summary accounting sheet for every parish project over $40,000, reconcile monthly with finance department.

· Record and process invoices from contractors, including assigning appropriate parish accounts, for all projects in diocese over $40,000.

· Ensure that all required documents and waivers are included with contracts and pay requests.

· Coordinate parish participation at the quarterly Buildings and Properties Commission meeting including securing materials from parishes and preparing presentation documents for the commission members.

Designated Person for Local Education Agency (LEA) Requirements Per Ill. Admin. Code tit. 77, 855.300

· Essential Job Functions listed above are not intended to be a complete compilation of functions.

OTHER DUTIES AND RESPONSIBILITIES

· Must support the mission, philosophy, objectives and policies of the Catholic Church and the Diocese of Joliet.

· Manage other duties as assigned.

QUALIFICATIONS

· High School diploma required, some college preferred.

· Must have (proven) construction experience (public sector/non-profit/commercial experience preferred).

· Experience in real estate, insurance, bookkeeping, and office management a plus.

· Strong knowledge of standard construction industry processes.

· Ability to follow instructions, good communication and teamwork.

· Familiarity with project management software is preferred (or interest in learning new software skills).

· Experience in a law firm, accounting firm or corporate office a plus.

· Ability to maintain strict confidentiality.

· Three – five years of administrative experience and high emphasis on competency with spreadsheets, grammar, spelling, and punctuation.

· Ability to work in fast-paced environment — organize, prioritize work and meet deadlines.

· Proficiency in Microsoft Office (Word, Excel, PowerPoint, Publisher, Outlook) and Adobe programs.

· Notary public registration a plus.

SALARY RANGE

Salary range for this position is $22.00 - $28.00 per hour, depending on experience and qualifications.

BENEFITS

We offer a competitive benefits package that includes:

· Medical, Dental, Vision Insurance, Basic Life and AD & D, Long-Term Disability Insurance, Flexible Spending Accounts, Defined Pension Plan funded by Diocese of Joliet, 403(b) Retirement Plan, Paid Personal Leave Days, and Paid Holidays based on holiday schedule approved for Blanchette Catholic Center.

· Voluntary benefits of Short-Term Disability, Critical Illness, Accident, Hospital Indemnity, and Permanent Life Insurance.

_ WORKING CONDITIONS_

· This is a full-time benefited non-exempt position. Normal work schedule Monday through Thursday 8:00 a.m. – 4:30 p.m. and 8:00 a.m. – 1:00 p.m. on Friday. Additional time, as necessary.

· General office conditions.

To apply for this outstanding opportunity, please send your resume and cover letter to humanresources@dioceseofjoliet.org. No phone calls, please. When sending your resume and cover letter, please reference Program Coordinator, Buildings and Properties in the subject line of your email.

Job Type: Full-time

Pay: $22.00 - $28.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person