Assistant Director, Project Management

University of Chicago•Chicago, IL

11d•Onsite

About The Position

The Assistant Director, Project Management, reporting to the Executive Director, Capital Project Delivery, leads a project management team that may include Senior Project Managers, Project Managers, Assistant Project Managers, and consultants, and directly manages selected projects. The portfolio includes complex new construction and renovation, research and laboratory facilities, large-scale institutional projects, utility and building-system infrastructure, maintenance, minor renovations, feasibility and programming studies, space assessments, and preliminary planning and design. As part of Capital Project Delivery leadership, the Assistant Director collaborates on policies and processes for the capital program and project management. The role provides leadership for project management across varied project types and scopes, consultant and contractor selection and oversight, coordination with Facilities Services and University partners, and development of the project management team. Projects are expected to meet scope, budget, schedule, quality, and client program objectives while complying with University guidelines, standards, and processes. The position oversees project planning and delivery from inception through closeout, including budgets and schedules, design and construction oversight, procurement and contracts, permitting, construction logistics, reporting, commissioning, turnover, and transition to operations and asset management. It also supports strategic planning, resource allocation, financial objectives, continuous improvement, and University goals for hiring minority-owned and women-owned business enterprises (MBE/WBE). This is a full-time, in-person position with 40 scheduled weekly hours. Some travel may be required. The stated pay range is $146,200–$172,000 per year. Benefits are available to eligible employees.

Requirements

College or university degree in a related field.
At least 7 years of work experience in a related job discipline.
Demonstrated comprehensive understanding of project delivery through education and/or experience.
Ability to apply management principles, including planning, controlling, leading, and organizing.
Ability to develop and track schedules, including use of scheduling software such as Microsoft Project.
Experience developing project budgets and estimating and predicting costs based on scope, quality, and available funding.
Ability to manage competing priorities and direct, delegate, prioritize, and escalate the work of project teams while advancing a program of projects.
Knowledge of building processes and applicable authorities having jurisdiction, and ability to apply that knowledge to construction challenges.
Knowledge of engineering and architectural systems, construction practices, applicable codes, standards, and regulations.
Ability to read and interpret construction documents, including drawings and specifications.
Experience administering professional, architecture and engineering, and construction contracts.
Ability to direct procurement and contract negotiations, including guaranteed maximum price proposals.
Understanding of project delivery methods and associated construction contracts.
Negotiation skills and ability to evaluate estimates, bids, and cost proposals.
Understanding of claims, arbitration, and mediation.
Ability to hold consultants and contractors accountable for contractual deliverables, schedules, and budgets.
Strong oral and written communication skills for supporting decision-making at senior levels in a complex institutional organization.
Excellent client service skills and ability to interact effectively with University 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 inside and outside the department.
Ability to handle sensitive and confidential information, manage ambiguity, and exert informal authority.
Ability to physically enter and move comfortably through construction sites; visually inspect work, traverse uneven surfaces, and climb ladders.
Ability to inspect architectural plans; keyboard, bend, stoop, lift light items, and stand.
Resume, cover letter, and list of references are required application documents.

Nice To Haves

Bachelor’s degree in Construction Management, Architecture, Engineering, or a related discipline focused on building planning, design, and construction.
At least 10 years of design and/or construction industry experience, including contract administration, negotiations with design firms and contractors, construction sequencing and logistics, value engineering, and other project management activities.
Experience leading, coordinating, or overseeing staff, consultants, or vendor teams, with or without formal direct-report responsibilities.
Experience in a university setting and/or large capital programs.
Familiarity with design-phase milestones, bidding and permitting, and construction administration.
Experience with building projects of different scales and involving all building trade divisions.
Experience with specialized processes and complex mechanical, electrical, plumbing, and HVAC systems.
Experience working with complex phasing constraints in existing, densely built, mature facilities.
Demonstrated ability to develop and manage budgets and schedules during planning, design, and construction.
Demonstrated ability to manage large, complex projects and teams, with leadership, management, and organizational skills.
Familiarity with coordinating multiple interest groups and stakeholders.
Ability to integrate departmental user requirements with broader project goals in a complex institution.
Professional license or certification such as Professional Engineer, Structural Engineer, Architectural license, or Certified Construction Manager.
Experience using project management software such as e-Builder or Procore.
Computer literacy in Microsoft Office and industry software such as Word, Excel, SmartSheet, Outlook, PowerPoint, Bluebeam, and AutoCAD.
Knowledge of environmental conditions, historic preservation, and sustainable and energy-efficient design.
Preferred competencies include high standards for performance and execution; business acumen and organizational astuteness; decision quality, accountability, and drive for results; effective and influential communication; and developing and inspiring others through coaching, mentoring, and professional growth opportunities.

Responsibilities

Manage assigned project management staff, including consultant staff, and direct their day-to-day work.
Develop project managers through skills assessment, training, coaching, performance appraisals, and proactive management of performance issues.
Direct professionals’ project management work and ensure project managers provide the full range of project management services.
Collaborate with Capital Project Delivery leadership on program-wide direction and contribute to Facilities Services strategy, priorities, client satisfaction, and resource allocation.
Oversee planning for directly managed projects, including program confirmation, site assessments, and identification of forensic evaluations to inform first-cost and life-cycle-cost decisions.
Support capital budgeting and ensure accurate project and construction cost estimates are prepared using appropriate procedures.
Develop or oversee master project schedules and define project-team roles and responsibilities.
Review programming, including building infrastructure, utilities, and mechanical, electrical, and plumbing systems.
Provide direction and oversight for project services to ensure projects meet schedule, budget, quality, cost-effectiveness, and client program needs, and comply with University guidelines and standards.
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 help plan, direct, monitor, and forecast budgets to meet departmental financial objectives.
Oversee consultant and contract selection processes to maximize quality and control costs; oversee requests for proposals and assist with proposal solicitation, evaluation, and vendor and contractor selection.
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 work aligns with University Facilities Standards and project design objectives.
Manage permitting and coordinate with authorities having jurisdiction.
Coordinate construction logistics and support plans, including traffic, staging areas, and parking.
Apply responsible project delivery practices to capital projects and maintain strong relationships with the design and construction industry.
Oversee timely project completion, closeout submissions 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 to Operations and Management and University units through Facilities Services project management processes.
Report project status, including budget, schedule, and coordination issues, to the Executive Director and relevant project governance committees 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 leadership and peers, encourage teamwork, and ensure University subject-matter experts and units are engaged as needed during design and construction.
Develop and track performance measures to support continuous improvement in Capital Project Delivery and Facilities Services.
Resolve issues and disputes when required.
Manage the daily maintenance and delivery of project budgets and schedules and provide status updates on active development projects.
Approve project closeout, including final punch-list completion, as-built documentation, and transition to the Asset Management team through the warranty period.
Perform additional duties as required.