Assistant Director, Project Management

University of Chicago•Chicago, IL

12d•$146,200 - $172,000•Onsite

About The Position

The Assistant Director, Project Management is part of Capital Project Delivery leadership and reports to the Executive Director, Capital Project Delivery. The role leads and manages project management staff, including Senior Project Managers, Project Managers, Assistant Project Managers, and consultants, while also directly managing selected projects. The portfolio includes large and complex new construction and renovation projects, utility infrastructure, maintenance projects, and minor renovations. Project types include research and laboratory facilities, general and large-scale institutional projects, infrastructure recapitalization, and small-scale renovations, feasibility studies, programming, space assessment, and conceptual planning. The Assistant Director provides leadership for project management across a range of project types, sizes, and scopes, ensuring compliance with program-wide processes and protocols. The role oversees the selection and performance of architects, engineers, consultants, and contractors; coordinates delivery with Facilities Services units and University partners; and develops the project management team. In collaboration with Capital Project Delivery leadership, the Assistant Director contributes to policies and processes for the Capital Program and project management, and makes informed strategic decisions based on a thorough understanding of the design and construction industry and project delivery methods. The position manages planning, budgets, schedules, procurement, design, construction, permitting, commissioning, closeout, and transfer of completed projects to operations and asset management. It reports project status and issues to senior University leaders and governance groups, supports client understanding of project processes, and promotes continuous improvement and strong collaboration across Facilities Services and the University. The role is full-time and in-person, scheduled for 40 hours per week. Some travel may be required.

Requirements

College or university degree in a related field.
At least 7 years of work experience in a related job discipline.
At least 10 years of experience in the design and/or construction industry, including contract administration, negotiations with design firms and contractors, construction sequencing and logistics, value engineering, and related project management activities.
Experience leading, coordinating, or providing day-to-day oversight of staff, consultants, or vendor teams.
Comprehensive understanding of project delivery gained through education and/or experience.
Ability to apply management principles, including planning, controlling, leading, and organizing.
Experience developing and tracking schedules, including use of software such as Microsoft Project.
Experience developing project budgets and estimating and predicting costs based on scope, quality, and available funding at different development stages.
Experience using project management software such as e-Builder or Procore.
Computer literacy with Microsoft Office and other industry software, including Word, Excel, SmartSheet, Outlook, PowerPoint, Bluebeam, and AutoCAD.
Strong problem-solving skills, accuracy, and attention to detail in a fast-paced environment with changing priorities.
Ability to manage competing priorities, direct the work of direct reports and other professionals, delegate, prioritize, escalate project issues, and maintain progress across a program of projects.
Familiarity with building processes in varied settings, applicable authorities having jurisdiction, and innovative construction problem-solving.
Knowledge of engineering and architectural systems, construction practices, applicable codes, standards, and regulations.
Ability to read and interpret construction documents, including drawings and specifications.
Knowledge of environmental conditions, historic preservation, and sustainable and energy-efficient design considerations.
Experience administering professional, architecture and engineering, and construction contracts.
Ability to direct procurement and contract negotiation, including guaranteed maximum price proposals.
Comprehensive understanding of varied project delivery methods and associated construction contracts.
Negotiation skills and ability to evaluate estimates, bids, and cost proposals.
Comprehensive understanding of claims, arbitration, and mediation.
Ability to hold consultants and contractors accountable for contract deliverables, schedules, and budgets.
Strong oral and written communication skills to support decision-making at senior levels in a complex institutional organization.
Excellent client service skills and ability to interact effectively with University departmental staff and administrators.
Strong interpersonal skills and ability to build relationships with University clients and collaborate with stakeholders at all levels.
Ability to communicate effectively within and outside the department.
Ability to handle sensitive and confidential information, ambiguity, and informal authority.
Ability to physically enter and comfortably move through a construction site, visually inspect work in progress, traverse significantly uneven surfaces, and climb ladders.
Ability to inspect architectural plans; keyboard; bend and stoop to reach files; lift light objects; and stand.
Must submit a resume, cover letter, and list of references.

Nice To Haves

Bachelor’s degree in Construction Management, Architecture, Engineering, or a related discipline focused on planning, design, and construction of building structures and systems.
Experience in a University setting and/or large capital programs.
Familiarity with all phases of design milestones, bidding and permitting, and construction administration.
Demonstrated experience with building projects of different scales and involving all building trade divisions.
Experience with projects involving specialized processes and complex mechanical, electrical, plumbing, and HVAC support systems.
Experience working within complex phasing constraints and existing, densely built, mature facilities.
Demonstrated ability to develop and manage project budgets and schedules during planning, design, and construction.
Demonstrated leadership, management, and organizational skills, including ability to manage large, complex projects and teams.
Familiarity coordinating multiple interest groups and stakeholders.
Ability to integrate departmental user groups’ detailed functional requirements with broader project goals in a complex institutional organization.
Professional license or certification: Professional Engineer, Structural Engineer, Architect, or Certified Construction Manager.
Some travel may be required.

Responsibilities

Manage assigned project management staff, including consultant staff, and direct their day-to-day activities and efforts.
Develop project managers through training, coaching, guidance, annual performance appraisals, and proactive management of performance issues.
Direct the project management work of professionals and ensure the full range of project management services is provided.
Collaborate with Capital Project Delivery leadership on program-wide direction and contribute to Facilities Services strategy, priorities, and resource allocation.
Manage planning for directly managed projects, including scope or program confirmation, site assessments, and identification of forensic evaluations.
Support capital budgeting by ensuring appropriate procedures are followed and accurate project and construction cost estimates are delivered.
Develop or oversee master project schedules and define project team roles and responsibilities.
Review programming processes, including infrastructure, utilities, and mechanical, electrical, and plumbing systems.
Provide oversight of project management services to University departments to deliver projects on schedule, within budget, at high quality, cost-effectively, and in accordance with client program needs.
Ensure projects comply with University guidelines, management processes, standards, quality expectations, and requirements.
Establish and review project documentation, prepare progress reports, and oversee negotiation of additional services and contractor change orders.
Develop monthly expense forecasts covering basic services, change orders, and anticipated future project costs.
Work with consultants to identify value opportunities and support departmental financial objectives through budget planning, direction, control, evaluation, monitoring, and forecasting.
Oversee consultant and contract selection to maximize quality and control costs; develop or oversee Requests for Proposals and support proposal solicitation, evaluation, and vendor and contractor selection.
Lead vendor negotiations, participate in contract development, and direct procurement and contract negotiation, including guaranteed maximum price proposals.
Work toward University goals for hiring minority-owned and women-owned business enterprises.
Manage directly assigned projects from inception through closeout, overseeing design and construction professionals.
Guide the design and construction of spaces and buildings in accordance with University Facilities Standards and project design objectives.
Manage permitting and coordinate with applicable authorities having jurisdiction.
Coordinate construction logistics and support plans, including traffic, staging areas, and parking.
Apply responsible project delivery best practices and maintain productive relationships with the design and construction industry.
Oversee timely project completion, closeout documentation and procedures, archiving, and customer move-in.
Develop or review commissioning and turnover plans; manage punch lists, warranties and guarantees, systems training, certificates of occupancy, and final contractor pay applications.
Ensure completed work is transferred seamlessly to Operations and Management and other units in accordance with Facilities Services project management processes.
Report project status, budgets, schedules, and coordination issues to the Executive Director and relevant University committees and leadership groups.
Educate internal and external clients about the project management process and represent Capital Project Delivery and Facilities Services on applicable committees.
Build collaborative relationships within Facilities Services and ensure University subject matter experts and units are engaged during project design and construction as needed.
Develop and track performance measures to support continuous improvement in Capital Project Delivery and Facilities Services.
Resolve issues and disputes as needed.
Maintain and deliver project budgets and schedules, provide status updates on active development projects, and approve project closeout, including final punch lists, as-built documentation, and transition to Asset Management through the warranty period.
Perform additional duties as required.