Art and Wellness Enterprises (AWE) is a professional services organization supporting non-profits founded by Alice Walton, including the Alice L. Walton Foundation, Alice L. Walton School of Medicine, Art Bridges Foundation, Crystal Bridges Museum of American Art, the Momentary, and Heartland Whole Health Institute.

Job Description:

Art and Wellness Enterprises (AWE) is seeking a skilled, highly motivated, and entrepreneurial individual to join the team as Building Management Administrative Assistant. AWE supports operating non-profits founded by Alice Walton including the Alice L. Walton Foundation, Alice L. Walton School of Medicine, Art Bridges, Crystal Bridges Museum of American Art, the Momentary, and Heartland Whole Health Institute.

About the Position:

The Project Coordinator will assist the V.P. of Building Management and the facilities teams with specific administrative tasks related to Art and Wellness Enterprise’s (AWE) special projects and/or any other assigned projects. The Project Coordinator will plan, organize, and monitor the progress of assigned projects while ensuring that the proper resources are available, deadlines are managed, and appropriate meetings and appointments are scheduled. The Project Coordinator carries out the necessary daily tasks to keep assigned projects on track, ensuring the project’s success. The Project Coordinator will develop and maintain a professional relationship with all staff, clients, volunteers, and all stakeholders of the associated organizations. Capable of performing other duties as assigned.

What you will do:

Key Roles & Responsibilities

• Coordinate project management activities, resources, equipment, and information related to AWE special projects.
• Administrator of the centralized maintenance management system. Initiate, create, and monitor the campus work order request system for the facilities department. Train and support staff on the utilization of the work order database system. Assign work orders to appropriate technician and provide communication with administrators, departments, and organizations.
• Collaborate with internal clients (staff) to identify and define requirements, scope, and objectives.
• Oversee project procurement for assigned AWE projects.
• Act as the point of contact and communicate project status to all participants.
• Coordinate appropriate contracts and contract amendments related to AWE or associated clients.
• Coordinate and manage housing for scholars, interns, artists in residence, and other guests
• Manage equipment leases, required permits, maintenance contracts and renewal of reoccurring.
• Coordinate office adjustments, relocations, or furniture needs.

Additional Responsibilities

• Assist V.P. of Building Management in creating appropriate RFQ, RFP, and other related documents to facilities management.
• Launch and manage project initiation forms, gathering appropriate information needed to start a project successfully.
• Process and track large construction project invoicing and pay applications.
• Create and manage budgets for the facilities teams and special projects
• Managing financial allocations and monthly budget reports for Facilities Teams and respective projects
• Organize and manage project close out documents, ensuring they are delivered to the client.
• Manage the organization of Building Management’s online files. 
• Coordinate travel and itineraries for the Facilities Team.  

Qualifications required for your success:

• Associate’s degree preferred but not required.
• Experience in project management, utilizing Excel and other MS software.
• Ability to prepare time-line schedules and step-by-step action plans.
• Effective communication and teamwork skills.
• Excellent time management skills and the ability to collaborate with internal clients and teams to deliver results.
• Self-motivation, attention to details, and strong organizational skills are essential.
• Ability to understand and maintain the highest level of confidentiality.
• Strategic thinker, with vision and entrepreneurial spirit, who anticipates issues, understands outcomes, and affects solutions on a proactive basis.
• Relentless in the pursuit of excellence and continuous improvement. Have a proven background of enhancing processes, systems, and platforms to increase operational efficiency.
• A passion to serve in a way that demonstrates respect and care for guests and staff.
• Effective communicator

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting or leaning while on post will not be permitted. 

Physical demands: Occasionally, while performing the duties of this job, the employee is required to travel independently, regionally, and within the communities served. In the work environment described below, position requires work at a desk, utilizing a computer and a telephone for prolonged periods of time, and good eye/hand coordination, bending, and stretching for filing. Physical stamina to lift at least 25 pounds. This position requires good visual acuity to perform the essential duties.

Work Environment: Work will be performed in an office environment, museum spaces, outside on trails and areas that may have inclement weather.  Flexibility in working hours, including weekends, on call, and evenings may be necessary to support the operational needs. The noise level in the work environment is typically low to moderate.