Assistant Director, Project Management

University of Chicago•Chicago, IL

11d•Onsite

About The Position

The Assistant Director, Project Management leads and manages a project management team, which may include Senior Project Managers, Project Managers, Assistant Project Managers, and consultants, while directly managing selected projects. The portfolio includes complex new construction and renovation, technical and research facilities, utility infrastructure, maintenance, minor renovations, feasibility studies, and space planning. The role is part of Capital Project Delivery leadership and collaborates on policies and processes for the University’s capital program and project management. It applies knowledge of the design and construction industry and project delivery methods to support successful project scopes, budgets, schedules, quality, and client needs. Reporting to the Executive Director, Capital Project Delivery, the Assistant Director provides leadership for project management, consultant and contractor selection and oversight, coordination with Facilities Services and University partners, and development of the project management team. The position oversees planning, budgeting, procurement, design, construction, permitting, project controls, reporting, and closeout, while ensuring compliance with University standards and processes. It also supports strategic priorities, resource allocation, client service, continuous improvement, and successful transfer of completed projects to Operations and Management and University units. This is a full-time, in-person role with a scheduled 40-hour workweek. Some travel may be required. The listed annual salary range is $146,200–$172,000. The position is benefits eligible.

Requirements

Minimum education: a college or university degree in a related field.
At least 7 years of work experience in a related job discipline.
Comprehensive understanding of project delivery gained through education and/or experience.
Ability to apply management principles, including planning, controlling, leading, and organizing.
Ability to develop and track schedules, including experience with software such as Microsoft Project.
Experience developing project budgets and estimating and forecasting costs based on scope, quality, and available funding.
Experience using project management software such as e-Builder or Procore.
Computer literacy with Microsoft Office and industry software, including Word, Excel, SmartSheet, Outlook, PowerPoint, Bluebeam, and AutoCAD.
Strong problem-solving skills, accuracy, attention to detail, and ability to manage competing priorities in a fast-paced environment.
Ability to direct project management work, delegate, prioritize, escalate issues, and keep a portfolio of projects moving forward.
Knowledge of building processes, applicable authorities having jurisdiction, engineering and architectural systems, construction practices, and applicable codes, standards, and regulations.
Ability to read and interpret construction drawings and specifications.
Knowledge of environmental conditions, historic preservation, and sustainable and energy-efficient design considerations.
Demonstrated experience in professional, architecture and engineering, and construction contract administration.
Ability to direct procurement and contract negotiations, including guaranteed maximum price proposals.
Understanding of project delivery methods, construction contracts, claims, arbitration, and mediation.
Demonstrated negotiation skills and ability to assess estimates, bids, and cost proposals.
Ability to hold consultants and contractors accountable for contract deliverables, schedules, and budgets.
Strong oral and written communication skills for supporting decision-making at senior levels in a complex institution.
Excellent client service, interpersonal, relationship-building, and collaboration skills, including effective communication within and outside the department.
Ability to handle sensitive and confidential information, work with ambiguity, and exert informal authority.
Ability to physically enter and move comfortably through construction sites, visually inspect work, traverse significantly uneven surfaces, and climb ladders.
Ability to inspect architectural plans, keyboard, bend, stoop to reach files, lift light items, and stand.
Some travel may be required.

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.
Ten years of experience in the design and/or construction industry, including contract administration, design-firm negotiations, 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.
Experience in a university setting and/or large capital programs.
Familiarity with all design-phase milestones, bidding and permitting processes, and construction administration.
Experience with building projects of varying scales and all building trade divisions.
Experience with specialized processes and complex mechanical, electrical, plumbing, and HVAC support systems.
Experience working with complex phasing constraints and in existing, densely built, mature facilities.
Demonstrated ability to develop and manage budgets and schedules throughout planning, design, and construction.
Demonstrated leadership, management, organizational, and team-management skills, including management of large, complex projects.
Familiarity with coordinating multiple stakeholder and interest groups and integrating departmental user requirements with broader institutional project goals.
Professional license or certification: Professional Engineer, Structural Engineer, Architect, or Certified Construction Manager.
Preferred competencies include leading performance and execution at a high standard; business acumen and organizational astuteness; decision quality, accountability, and results orientation; influential communication; and developing and inspiring others through coaching, mentoring, and professional growth opportunities.

Responsibilities

Manage assigned project management staff and consultant staff, directing day-to-day activities and ensuring delivery of the full range of project management services.
Develop project managers through skills-gap identification, training, coaching, performance appraisals, and performance management.
Collaborate with Capital Project Delivery leadership on program-wide direction and contribute to Facilities Services strategy, priorities, and resource allocation.
Oversee project planning for directly managed projects, including scope confirmation, programming, site assessments, and forensic evaluations.
Support capital budgeting and ensure accurate project and construction cost estimates, budgets, forecasts, and financial objectives.
Develop or oversee master project schedules and define project team roles and responsibilities.
Review programming and building infrastructure requirements, including utilities and mechanical, electrical, and plumbing systems.
Provide oversight of projects to achieve schedule, budget, quality, cost-effectiveness, and client program requirements, while ensuring compliance with University guidelines and standards.
Establish and review project documentation, prepare progress reports, and oversee negotiation of additional services and contractor change orders.
Work with consultants to identify value opportunities and maintain monthly expense forecasts throughout project lifecycles.
Oversee selection processes and Requests for Proposals; solicit and evaluate proposals and select design, construction management, and consulting vendors and contractors.
Lead vendor negotiations, participate in contract development, and direct procurement and contract negotiations, 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 and ensuring projects meet University Facilities Standards and project objectives.
Manage permitting and coordinate with applicable authorities having jurisdiction; coordinate construction logistics such as traffic, staging, and parking.
Apply responsible project delivery practices and maintain productive working relationships with the design and construction industry.
Oversee project completion, closeout submittals, archiving, customer move-in, commissioning, turnover, punch lists, warranties, systems training, certificates of occupancy, and final contractor pay applications.
Ensure completed work is transferred seamlessly to Operations and Management and University units in accordance with Facilities Services processes.
Report project status, including budget, schedule, and coordination issues, to the Executive Director and project governance groups and University leaders.
Educate internal and external clients about the project management process and represent Capital Project Delivery and Facilities Services on applicable committees.
Build collaborative relationships with Facilities Services colleagues and ensure appropriate University experts and units are consulted during design and construction.
Develop and track performance measures to support continuous improvement; resolve issues and disputes as needed.
Manage daily maintenance and delivery of project budgets and schedules, provide status reports on active development projects, and approve closeout and transition to Asset Management through the warranty period.
Perform additional duties as required.