Assistant Director, Project Management

University of Chicago•Chicago, IL

12d•$146,200 - $172,000•Onsite

About The Position

The Assistant Director, Project Management, reports to the Executive Director, Capital Project Delivery, and leads a team that may include Senior Project Managers, Project Managers, Assistant Project Managers, and consultants. The role also directly manages selected projects. Projects include complex new construction and renovations, technical and research facilities, general and large-scale projects, utility and building infrastructure work, minor renovations, feasibility and programming studies, space planning, and preliminary design. As a member of Capital Project Delivery leadership, the Assistant Director collaborates on policies and processes for the Capital Program and project management, supporting delivery of project scope, budgets, and schedules. The role develops a strong understanding of the design and construction industry and applies knowledge of project delivery methods to strategic decisions. It provides leadership over project management, consultant and contractor selection and oversight, coordination across Facilities Services and University partners, and development of the project management team. The position oversees project planning and execution from inception through closeout, including budgeting, scheduling, procurement, design and construction administration, permitting, stakeholder coordination, quality, reporting, commissioning, turnover, and transition to University operations and asset management. The role is full-time and in-person, with a scheduled 40-hour workweek. 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.
Comprehensive understanding of project delivery gained through education and/or experience.
Ability to use management principles, including planning, controlling, leading, and organizing.
Ability to develop and track schedules, including use of Microsoft Project or similar software.
Experience developing project budgets and predicting costs based on scope, quality, and available funding.
Experience using project management software such as e-Builder or Procore.
Computer literacy in Microsoft Office and industry software, including Word, Excel, SmartSheet, Outlook, PowerPoint, Bluebeam, and AutoCAD.
Strong problem-solving, accuracy, and attention to detail in a fast-paced environment with changing priorities.
Ability to manage competing priorities and direct project work, including delegating, prioritizing, and escalating issues.
Familiarity with building processes and authorities having jurisdiction, and ability to apply that knowledge to construction challenges.
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 environmental conditions, historical preservation, and sustainable and energy-efficient design considerations.
Experience in professional architecture, engineering, and construction contract administration.
Ability to direct procurement and contract negotiations, including guaranteed maximum price proposals.
Understanding of varied 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 to contract deliverables, schedules, and budgets.
Strong oral and written communication skills for supporting decision-making at senior management levels in a complex institution.
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 within and outside the department.
Ability to handle sensitive and confidential information.
Ability to handle ambiguity and exert informal authority.
Ability to physically enter and move comfortably through construction sites, visually inspect work in progress, traverse significantly uneven surfaces, and climb ladders.
Ability to inspect architectural plans; perform keyboarding; bend and stoop to reach files; lift light items; and stand.

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, negotiations with design firms and contractors, construction sequencing and logistics, value engineering, and related project management work.
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 permit processes, and construction administration.
Demonstrated experience with building projects of different scales and all building trade divisions.
Experience on projects involving specialized processes and complex mechanical, electrical, plumbing, and HVAC support systems.
Experience working with complex phasing constraints in existing, densely built, mature facilities.
Demonstrated ability to develop and manage project budgets and schedules during planning, design, and construction.
Demonstrated leadership, management, organizational, and complex project and team management skills.
Familiarity coordinating multiple interest groups and stakeholders.
Ability to integrate departmental user-group requirements with the broader goals of a complex institutional project.
Professional license as a Professional Engineer, Structural Engineer, or Architect, or Certified Construction Manager certification.
Ability to lead performance and execution to a high standard; exhibit business acumen and organizational astuteness; ensure decision quality, accountability, and results; communicate with influence; and develop and inspire others through coaching, mentoring, and professional-growth opportunities.

Responsibilities

Manage assigned project management staff, including consultant staff, and direct their day-to-day activities.
Develop project managers through identifying skill gaps, arranging training, coaching, conducting annual performance appraisals, and addressing performance issues.
Direct the project management work of professionals 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, and resource allocation.
Oversee planning for directly managed projects, including scope and program confirmation, on-site assessments, and identification of forensic evaluations.
Support capital budgeting and ensure high-quality, accurate project and construction cost estimates.
Develop or oversee master project schedules and define project team roles and responsibilities.
Review programming, including infrastructure, utilities, and mechanical, electrical, and plumbing systems.
Provide leadership and oversight of project management services to University departments to deliver projects on schedule, within budget, and to quality and client-program expectations.
Ensure projects comply with University guidelines, processes, standards, 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.
Contribute to departmental financial objectives through budget planning, direction, control, evaluation, monitoring, and forecasting.
Oversee consultant and contract selection to maximize quality and control costs.
Oversee Requests for Proposals and assist in soliciting and evaluating proposals and selecting design, construction management, and other 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 and coordinate directly managed projects from inception through closeout, overseeing design and construction professionals.
Guide the design and construction of spaces and buildings to meet 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 and maintain productive relationships with the design and construction industry.
Oversee timely project completion, including 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 smoothly to Operations and Management and University units in accordance with Facilities Services processes.
Report project budgets, schedules, and coordination issues to the Executive Director and project governance committees and University leaders.
Educate internal and external clients about project management and represent Capital Project Delivery and Facilities Services on applicable committees.
Develop collaborative relationships within Facilities Services and ensure relevant University experts and units are engaged 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.
Maintain and deliver project budgets and schedules on a daily basis 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.