Assistant Project Manager

UCSF•San Francisco, CA

About The Position

The Assistant Project Manager will be responsible for independently completing work order assessments, managing small capital projects up to $1M and may provide support to Senior Project Managers and/or Project Managers for projects of a greater value. They will frequently interact with the clients, consultants and contractors to ensure the delivery of projects meet financial and scheduled targets. This position will be integral to the success of multiple concurrent projects and will participate in every aspect of the capital project process with a focus on Pre-Construction & Construction Project Administration and Logistics. The APM will be the lead on small capital projects and/or components of a larger project they are assigned to. They will be responsible for all phases of construction, coordinating the activities of a project to ensure cost, schedule, document control and quality standards are met and ensuring that all aspects of our services are being delivered to the highest level to ensure client satisfaction. For projects that are greater than $5M, the Assistant Project Manager will be responsible for above duties in addition to working under the direction of a Senior Project Manager and/or Project Manager to: Perform daily assignments and participate in monthly staff meetings Participate in all project meetings, take meeting minutes and distribute to all project team members Preparation of all RFP/bid packages and support the bid process Process all submittals, requests for information, shop drawings, change proposals and change orders Preparation of daily, weekly and monthly reports that discuss, in detail, the status of the project Ensure agreements, insurance certificates, bonds, and other documents are executed accurately Review of change proposals from architects, contractors and other consultants/vendors prior to approval by Senior Project Manager and/or Project Manager Development of estimates and budgets for assigned projects Developing monthly job status report and participate in the preparation of the project risk analysis Department Overview The organization of UCSF Real Estate is focused on the development, planning, delivery and management of physical space for UCSF. Key responsibilities include a unified approach to oversee the active UCSF growth planned on a multi-site campus and to manage the complex metropolitan environments affecting capital assets and projects and efforts to align municipal challenges with maximum effectiveness in support of the UCSF mission. The department serves to provide the following services, which includes: Building Permit Services: responsible for issuing, maintaining and tracking permits for all construction, alterations, additions, repairs, and demolitions, along with inspecting all building projects to assure compliance with the UC & California Building Standards Code. Business Intelligence: provides integrated technological products and services in support of the UCSF Real Estate mission including Space Analytics, Geographic Information Systems (GIS), Project Management Information Systems (PMIS) and document management. Campus Planning: responsible for all UCSF Campus and Medical Center Physical Planning, Space and Capital Planning. Provides professional planning services that guide the physical development of the campus and assists in strategic development and improvements of buildings and space to support UCSF's mission of research, teaching, health care, and public service. The department maintains the Long-Range Development Plan (LRDP) for UCSF campus sites, develops land use plans, site and new facility evaluation, and conducts environmental analysis to comply with the California Environmental Quality Act (CEQA). Assess campus space needs and requirements, and annually updates the campus Capital Improvement Program that draws upon state, non-state, and campus discretionary resources to fund capital projects. Design & Construction manages the execution of the UCSF capital plan and provides project management services to those embarking on capital construction and real estate renovation projects for UCSF projects. Planners, designers, administrators, contractors, inspectors, and others work together to meet the needs of UCSF clients. Finance, Administrative and Operations Services provides financial, HR and administrative management and support services for all UCSF Real Estate functions Real Estate Services: oversees UCSF’s real estate portfolio and structures and negotiates commercial real estate transactions for Campus and Medical Center real estate. This includes acquisition, disposition, development and provides asset management services for over one million square feet of leased office, laboratory, medical, clinic, and residential space. UCSF Real Estate includes approximately 154 UCSF and contract personnel; operating/recharge budgets of more than $60M per year; current year capital project expenditures of $208M; and oversight and responsibility for a $9.7B long-range capital development plan.

Requirements

Ability to independently complete work order assessments
Ability to manage small capital projects up to $1M
Ability to provide support to Senior Project Managers and/or Project Managers for projects of a greater value
Ability to frequently interact with clients, consultants and contractors
Ability to ensure the delivery of projects meet financial and scheduled targets
Ability to participate in every aspect of the capital project process with a focus on Pre-Construction & Construction Project Administration and Logistics
Ability to be the lead on small capital projects and/or components of a larger project
Ability to be responsible for all phases of construction
Ability to coordinate project activities to ensure cost, schedule, document control and quality standards are met
Ability to ensure all aspects of services are delivered to the highest level to ensure client satisfaction
Ability to review approved drawings and develop requisitions for material purchases
Ability to prepare job start-up and close-out checklists
Ability to prepare project budgets
Ability to produce a timeline for the project with start date
Ability to communicate with subcontractors and customers to track job progress
Ability to process and track RFIs and submittals
Ability to process change orders and purchase requests
Ability to work closely with purchasing and procurement for material ordering
Ability to solicit, evaluate and select architects, contractors and other consultants/vendors
Ability to issue contracts and purchase orders
Ability to verify materials are procured and the scope of work is developed before the job goes into production
Ability to track/submit Request for Information (RFI) and change orders
Ability to analyze, monitor, and prepare cost exposure reports and cash flow projections
Ability to maintain comprehensive budgets
Ability to monitor and maintain schedules
Ability to manage day-to-day project activities
Ability to review pay applications and invoices from contractors, architects and other vendors
Ability to assist in prompt processing of invoices and prompt payment
Ability to perform daily assignments (for projects > $5M)
Ability to participate in monthly staff meetings (for projects > $5M)
Ability to participate in all project meetings
Ability to take meeting minutes and distribute to all project team members
Ability to prepare all RFP/bid packages and support the bid process (for projects > $5M)
Ability to process all submittals, requests for information, shop drawings, change proposals and change orders (for projects > $5M)
Ability to prepare daily, weekly and monthly reports that discuss, in detail, the status of the project (for projects > $5M)
Ability to ensure agreements, insurance certificates, bonds, and other documents are executed accurately (for projects > $5M)
Ability to review change proposals from architects, contractors and other consultants/vendors prior to approval (for projects > $5M)
Ability to develop estimates and budgets for assigned projects (for projects > $5M)
Ability to develop monthly job status report (for projects > $5M)
Ability to participate in the preparation of the project risk analysis (for projects > $5M)

Responsibilities

Independently completing work order assessments
Managing small capital projects up to $1M
Providing support to Senior Project Managers and/or Project Managers for projects of a greater value
Frequently interacting with clients, consultants and contractors to ensure the delivery of projects meet financial and scheduled targets
Participating in every aspect of the capital project process with a focus on Pre-Construction & Construction Project Administration and Logistics
Being the lead on small capital projects and/or components of a larger project they are assigned to
Being responsible for all phases of construction, coordinating the activities of a project to ensure cost, schedule, document control and quality standards are met
Ensuring that all aspects of our services are being delivered to the highest level to ensure client satisfaction
Initial phase of estimating support review approved drawings and develop requisitions for material purchases
Preparation of job start-up and close-out checklists
Preparation of project budgets
Produce a timeline for the project with start date, communicate with subcontractors and customers to track job progress, and process and track RFIs and submittals
Process change orders, purchase requests, and work closely with purchasing and procurement for material ordering
Solicitation, evaluation and selection of architects, contractors and other consultants/vendors
Issue contracts and purchase orders
Verify materials are procured and the scope of work is developed before the job goes into production
Work on tracking/submitting Request for Information (RFI) and change orders
Analyze, monitor, and prepare cost exposure reports and cash flow projections, maintaining comprehensive budgets, monitoring and maintaining schedules and manage day-to-day project activities
Review pay applications and invoices from contractors, architects and other vendors, assisting in prompt processing of invoices and prompt payment
Perform daily assignments and participate in monthly staff meetings (for projects > $5M)
Participate in all project meetings, take meeting minutes and distribute to all project team members (for projects > $5M)
Preparation of all RFP/bid packages and support the bid process (for projects > $5M)
Process all submittals, requests for information, shop drawings, change proposals and change orders (for projects > $5M)
Preparation of daily, weekly and monthly reports that discuss, in detail, the status of the project (for projects > $5M)
Ensure agreements, insurance certificates, bonds, and other documents are executed accurately (for projects > $5M)
Review of change proposals from architects, contractors and other consultants/vendors prior to approval by Senior Project Manager and/or Project Manager (for projects > $5M)
Development of estimates and budgets for assigned projects (for projects > $5M)
Developing monthly job status report and participate in the preparation of the project risk analysis (for projects > $5M)