Project Coordinator

Employment Group

CUPE

Position Number

01083

Division

VP Administration and Finance

Department

Facilities Management and Development

Campus

Nanaimo campus *Successful candidates must be able to attend in person on campus as required.

Location

Nanaimo, British Columbia

Country

Canada

Appointment Type

regular full-time

FTE

1.00

Workload

Onsite work required. 35 hours per week, Monday - Friday.

Pay Level

CUPE 11: $35.76 per hour

Start:

As soon as possible.

Additional Information

Subject to CUPE Joint Job Evaluation. Pay level may increase.

Applicant Documents

CV/Resume, Cover Letter, Qualifications , Name and contact information of recent supervisors willing to provide a reference

Posted Date

23-Apr-2026

Closing Date

29-Apr-2026

Job Reference

2921

Duties:

Reporting to the Senior Project Manager, Facilities Management and Development, the Project Coordinator plays a key role in the effective allocation of space, management and coordination of unit 4 (financial system), Campus/facilities project coordination, and sustainability at VIU. The Coordinator contributes to aligning physical space usage with the university's academic, research, and administrative priorities. Responsibilities include supporting the planning and implementation of space moves and renovations, managing aspects of FMD financials, coordinating contractors/vendors, equipment installations, and assisting in the delivery of capital and minor projects. This position is instrumental in gathering and maintaining sustainability data, preparing progress updates, and coordinating tasks across multiple stakeholders to ensure efficient project execution in alignment with VIU's strategic objectives.

• Coordinate and support internal planning initiatives, including moves, renovations, and space reallocations across all campuses.
• Maintain and update inventory database, ensuring accuracy for planning, reporting, and operational decision-making.
• Collaborate with internal stakeholders to gather sustainability requirements and support utilization strategies.
• Assist in the planning and delivery of capital and minor facilities projects, including tracking milestones, scheduling, and document control.
• Prepare regular project updates, reports, and records to support informed decision-making and compliance with institutional standards. Prepare VFA reporting to the Ministry as well as coordinate activities and support the FMD team as required.
• Support logistical planning for department relocations and ensure minimal disruption to operations during transitions.
• Communicate effectively with both internal and external partners to support the efficient execution of sustainability reporting initiatives.
• Assist in monitoring project budgets, tracking expenditures, making purchase requests, and ensuring cost-effective delivery of initiatives.
• Various other administrative duties to support the work of Facilities Management and Development as assigned.

Required Qualifications:

Diploma in a related field and 5 years' directly related experience. An equivalent combination of education and experience may be considered.

• Ability to work on multiple projects with competing demands and deadlines.
• Strong communication skills with a proven ability to convey information to key technical staff, senior leadership, and business/academic stakeholders.
• Proven ability to coordinate cross-functional teams.
• Excellent interpersonal and planning skills.
• Experience with Microsoft Office Suite/365.

Preferred Qualifications:

• Experience working in a post-secondary institution or public sector organization.

• Experience working with UNIT4 financial information software.

• Experience working with PM/WEB project management software.

• Experience with sustainability tracking and reporting.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.