Assistant Director, Project Management

Job Summary

Reporting to the Executive Director, Capital Project Delivery, the Assistant Director, Project Management leads and manages a team, which can include Senior Project Managers, Project Managers, Assistant Project Managers, and consultants, and directly manages selected projects. Projects span large and complex new construction and renovation projects as well as utility infrastructure, maintenance projects, and minor renovations.

• Technical, Research, and Laboratory Projects – Design and construction of spaces or buildings whose primary function supports research, or specialized technical functions requiring complex support systems, finishes, or other conditions.
• General and Large-Scale Projects – Design and construction of renovated space and/or new buildings of strategic institutional or business use, which may require specialized systems, processes, preservation, or construction methods.
• Infrastructure Projects – Design and construction of projects whose scope primarily addresses deferred maintenance through recapitalization of mechanical, electrical, plumbing, building automation, utility, or other infrastructure systems.
• Small-Scale and Programming Projects – Minor renovations, feasibility and programming studies, space allocation and assessment, and preliminary conceptual design and planning.

The Assistant Director is part of Capital Project Delivery leadership and collaborates on overall policies and processes for both the Capital Program and project management, working toward successful delivery of scopes, budgets, and schedules. This individual develops a thorough and ongoing understanding of the design and construction industry and is conversant in various construction project delivery methods to make informed strategic decisions for capital projects.

Responsibilities

• Manage assigned project management staff, including consultant staff, directing their day-to-day activities and efforts.
• Develop project managers by identifying skill gaps, ensuring availability of appropriate training, providing coaching and guidance, conducting annual performance appraisals, and proactively addressing performance issues.
• Direct the project management work of professionals and ensure that project managers provide the full range of project management services.
• Collaborate with other CPD leadership including Executive Director, Director(s) and Assistant Director(s) for program-wide direction.
• Participate in setting and executing broader Facilities Services strategic mission, priorities, and resource allocation to maximize client satisfaction.
• Manage and oversee the project planning process for directly managed projects, including scope or program confirmation, on-site assessments, and identification of forensic evaluations to ensure sound decisions relative to first cost versus life cycle costs.
• Support the capital budgeting process by ensuring appropriate procedures are followed to deliver high-quality, accurate project and construction cost estimates for all projects.
• Develop or oversee development of master project schedules and define roles and responsibilities for each project team.
• Review the programming process, including building infrastructure requirements, utilities, and mechanical, electrical, and plumbing (MEP) systems.
• Provide management direction, leadership, and oversight for project management services to university departments to achieve construction projects that are on schedule, within budget, high-quality, cost-effective, and appropriate to client program needs.
• Ensure delivery of projects are in compliance with university guidelines, management processes, standards of excellence, quality, and requirements.
• Establish and review project documentation, prepare regular progress reports, and oversee negotiation of additional services and contractor change order requests.
• Develop monthly expense forecasts, predicting costs of basic services, change orders, and potential future costs throughout the life of the project.
• Work with consultants to identify targeted value opportunities.
• Assist in achieving the department’s yearly financial objectives through planning, directing, controlling, implementing, evaluating, monitoring, and forecasting budgets.
• Provide management direction and oversight for a selection process that maximizes quality and controls costs of consultants and contracts.
• Oversee development of Requests for Proposals, and assist in the solicitation and evaluation of proposals and selection of vendors and contractors for design, construction management, and other consulting services.
• Lead in negotiations with vendors and participate in the development of contracts; direct procurement and contract negotiation including guaranteed maximum price proposals.
• Work to meet or exceed University goals for hiring minority-owned and women-owned business enterprises (MBE/WBE).
• Manage and coordinate all aspects of directly managed projects from inception through closeout, providing oversight of design and construction professionals.
• Guide the design and construction of spaces and buildings, ensuring adherence to University Facilities Standards and each project's design objectives.
• Manage the permit process, including coordinating with applicable authorities having jurisdiction.
• Coordinate logistics and support plans (e.g., traffic, staging areas, parking) during construction.
• Implement responsible best practices of project delivery methods applied to capital projects and maintain a strong working relationship with the design and construction industry.
• Oversee timely completion of projects, including all closeout submittals, procedures, archiving, and customer move-in.
• Develop or review commissioning and turnover plans, including managing punch lists, submitting warranties and guarantees, providing systems training, ensuring certificate of occupancy, and approving final contractor pay applications.
• Ensure seamless transfer of completed work to Operations and Management and Units, following Facilities Services standard project management processes.
• Report regularly on the status of projects — including budget, schedule, and coordination issues — to the Executive Director, Capital Project Delivery, and other committees and groups associated with project governance.
• Ensure internal and external clients are educated about the project management process and represent Capital Project Delivery/Facilities Services on applicable committees.
• Develop and maintain productive and collaborative relationships with the Facilities Services Management Team; work effectively with peers to meet the overall objectives of the unit and encourage teamwork within and between units.
• Develop and ensure regular tracking of appropriate performance measurements to support continuous improvement in Capital Project Delivery/Facilities Services.
• Resolve issues and/or disputes when required.
• Manages the maintenance and delivery of budgets and schedules on a daily basis.
• Provides status updates and reports on active development projects.
• Approves the project closeout process including final punch list completion, as-built documentation, and transition to Asset Management team through warranty period.
• Perform additional duties as required.

Minimum Qualifications

• Education: Minimum requirements include a college or university degree in related field.
• Work Experience: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Preferred Qualifications

• Education: Bachelor’s degree in Construction Management, Architecture, Engineering, or a related discipline focused on the planning, design, and construction of building structures and systems.
• Experience: Ten years of experience in the design and/or construction industry required, with specific experience in contract administration, negotiations with design firms, contractors, construction sequencing and logistics, value engineering, and other project management-related duties and activities.
• Experience leading, coordinating, or day-to-day oversight of others (such as staff, consultants, or vendor teams), whether it included formal direct-report responsibilities.
• Experience in a University setting and/or large capital programs.
• Familiarity with all phases of design phase milestones, bidding and permit processes, and construction administration.
• Demonstrated competency and exposure to building projects of different scales and involving all building trade divisions.
• Experience on projects involving specialized processes and complex mechanical, electrical, plumbing (MEP), and HVAC support systems.
• Experience working within complex phasing constraints and within existing densely built, mature facilities environments.
• Demonstrated ability to develop and manage project budgets and schedules during planning, design, and construction phases.
• Demonstrated leadership, management, and organizational skills; demonstrated ability to manage large, complex projects and teams.
• Demonstrated familiarity in coordinating multiple interest groups and stakeholders.
• Demonstrated ability to integrate the detailed functional requirements of departmental user groups with the broader scope project goals of a complex institutional organization.
• Certifications: Professional license: Professional Engineer, Structural Engineer, Architectural or Certified Construction Manager.
• Comprehensive understanding of project delivery gained through documented education and/or experience required.
• Ability to utilize principles of management to ensure responsibilities are met effectively and efficiently, including planning, controlling, leading, and organizing.
• Proficiency with schedule development and tracking, including software such as Microsoft Project.
• Experience with development of project budgets and knowledge of best practices in determining and predicting costs based on scope, quality, and available funding at various stages of development.
• Experience using project management software (e.g., e-Builder, Procore).
• Computer literacy in Microsoft Office and other industry software (Word, Excel, SmartSheet, Outlook, PowerPoint, Bluebeam, AutoCAD).
• Exceptional problem-solving skills and ability to maintain accuracy and attention to detail in a fast-paced environment of changing priorities.
• Ability to manage multiple competing priorities and direct the project management work of direct reports and other professionals; delegating, prioritizing and escalating issues of individual projects, while keeping the program of projects moving forward.
• Familiarity with building processes in a variety of settings, including applicable authorities having jurisdiction, and ability to apply this knowledge to develop innovative solutions to problems in the construction process.
• Knowledge of engineering and architectural systems, construction practices, and applicable codes, standards, and regulations.
• Ability to read and interpret construction documents, including drawings and specifications.
• Knowledge of other building industry considerations such as environmental conditions, historical preservation, and sustainable and energy-efficient design.
• Demonstrated experience in professional, architecture and engineering, and construction contract administration.
• Ability to direct procurement and contract negotiation, including guaranteed maximum price proposals.
• Comprehensive understanding of varied project delivery methods and associated construction contracts.
• Demonstrated negotiation skills and ability to evaluate the appropriateness of estimates, bids, and cost proposals.
• Comprehensive understanding of claims, arbitration, and mediation required.
• Ability to hold consultants and contractors accountable and enforce the language of contracts, including deliverables, schedule, and budget.
• Demonstrated oral and written communication skills appropriate to managing the flow of information in support of decision-making at the highest management levels of a complex institutional organization.
• Excellent client service skills and ability to effectively interact with departmental staff and administrators throughout the University.
• Strong interpersonal skills and the ability to develop relationships with university clients and collaborate with stakeholders at all levels.
• Ability to provide effective communication within and outside of the department.
• Must be able to handle sensitive and confidential information.
• Ability to handle ambiguity and exert informal authority.

Preferred Competencies

• Lead Performance & Execution at a high standard.
• Exhibit Business Acumen & Organizational Astuteness.
• Ensure Decision Quality, Accountability & Drive Results.
• Communicate Effectively & With Influence.
• Develop and Inspire Others — build and sustain a high-performing team through coaching, mentoring, and creating opportunities for professional growth.

Working Conditions

• Ability to physically enter and comfortably move through a construction site.
• Visually inspect work in progress, including traversing significantly uneven surfaces and climbing ladders.
• Ability to inspect architectural plans; keyboarding, bending, stooping to reach files, light lifting, standing.
• Some travel may be required.
• Full-time in-person.