Assistant Director, Project Management

About the role

Department OPS Facilities CPD Management About the Department The University of Chicago is a world-class institution of higher education. Its mission is to produce a caliber of teaching and research that regularly leads to advances in fields such as medicine, biology, physics, economics, critical theory, and public policy. Our Facilities Services team supports that mission through efforts to maintain and enhance the University campus and environment and provide superior client service to our community including faculty, students, staff, neighbors, and visitors. Job Summary Reporting to the Executive Director, Capital Project Delivery, the Assistant Director, Project Management leads and manages a team, which can include Senior Project Managers, Project Managers, Assistant Project Managers, and consultants, and directly manages selected projects. Projects span large and complex new construction and renovation projects as well as utility infrastructure, maintenance projects, and minor renovations, including: Technical, Research, and Laboratory Projects – Design and construction of spaces or buildings whose primary function supports research, or specialized technical functions requiring complex support systems, finishes, or other conditions. General and Large-Scale Projects – Design and construction of renovated space and/or new buildings of strategic institutional or business use, which may require specialized systems, processes, preservation, or construction methods. Infrastructure Projects – Design and construction of projects whose scope primarily addresses deferred maintenance through recapitalization of mechanical, electrical, plumbing, building automation, utility, or other infrastructure systems. Small-Scale and Programming Projects – Minor renovations, feasibility and programming studies, space allocation and assessment, and preliminary conceptual design and planning. The Assistant Director is part of Capital Project Delivery leadership and collaborates on overall policies and processes for both the Capital Program and project management, working toward successful delivery of scopes, budgets, and schedules. This individual develops a thorough and ongoing understanding of the design and construction industry and is conversant in various construction project delivery methods to make informed strategic decisions for capital projects. The Assistant Director provides management direction and leadership in: Project management across a range of project types, sizes, and scopes in compliance with established program-wide processes and protocols. Architect/Engineer, consultant, and contractor selection and oversight. Coordination with all Facilities Services units and other University partners to assure integrated delivery. Development and leadership of the project management team. Responsibilities Manage assigned project management staff, including consultant staff, directing their day-to-day activities and efforts. Develop project managers by identifying skill gaps, ensuring availability of appropriate training, providing coaching and guidance, conducting annual performance appraisals, and proactively addressing performance issues. Direct the project management work of professionals and ensure that project managers provide the full range of project management services. Collaborate with other CPD leadership including Executive Director, Director(s) and Assistant Director(s) for program-wide direction. Participate in setting and executing broader Facilities Services strategic mission, priorities, and resource allocation to maximize client satisfaction. Manage and oversee the project planning process for directly managed projects, including scope or program confirmation, on-site assessments, and identification of forensic evaluations to ensure sound decisions relative to first cost versus life cycle costs. Support the capital budgeting process by ensuring appropriate procedures are followed to deliver high-quality, accurate project and construction cost estimates for all projects. Develop or oversee development of master project schedules and define roles and responsibilities for each project team. Review the programming process, including building infrastructure requirements, utilities, and mechanical, electrical, and plumbing (MEP) systems. Provide management direction, leadership, and oversight for project management services to university departments to achieve construction projects that are on schedule, within budget, high-quality, cost-effective, and appropriate to client program needs. Ensure delivery of projects are in compliance with university guidelines, management processes, standards of excellence, quality, and requirements. Establish and review project documentation, prepare regular progress reports, and oversee negotiation of additional services and contractor change order requests. Develop monthly expense forecasts, predicting costs of basic services, change orders, and potential future costs throughout the life of the project. Work with consultants to identify targeted value opportunities. Assist in achieving the department’s yearly financial objectives through planning, directing, controlling, implementing, evaluating, monitoring, and forecasting budgets. Provide management direction and oversight for a selection process that maximizes quality and controls costs of consultants and contracts. Oversee development of Requests for Proposals, and assist in the solicitation and evaluation of proposals and selection of vendors and contractors for design, construction management, and other consulting services. Lead in negotiations with vendors and participate in the development of contracts; direct procurement and contract negotiation including guaranteed maximum price proposals. Work to meet or exceed University goals for hiring minority-owned and women-owned business enterprises (MBE/WBE). Manage and coordinate all aspects of directly managed projects from inception through closeout, providing oversight of design and construction professionals. Guide the design and construction of spaces and buildings, ensuring adherence to University Facilities Standards and each project's design objectives. Manage the permit process, including coordinating with applicable authorities having jurisdiction. Coordinate logistics and support plans (e.g., traffic, staging areas, parking) during construction. Implement responsible best practices of project delivery methods applied to capital projects and maintain a strong working relationship with the design and construction industry. Oversee timely completion of projects, including all closeout submittals, procedures, archiving, and customer move-in. Develop or review commissioning and turnover plans, including managing punch lists, submitting warranties and guarantees, providing systems training, ensuring certificate of occupancy, and approving final contractor pay applications. Ensure seamless transfer of completed work to Operations and Management and Units, following Facilities Services standard project management processes. Report regularly on the status of projects — including budget, schedule, and coordination issues — to the Executive Director, Capital Project Delivery, and other committees and groups associated with project governance, e.g. the Associate Vice President for Facilities Services, the offices of the University Architect, the Vice President for Operations, the Chief Financial Officer, and the Provost. Ensure internal and external clients are educated about the project management process and represent Capital Project Delivery/Facilities Services on applicable committees. Develop and maintain productive and collaborative relationships with the Facilities Services Management Team; work effectively with peers to meet the overall objectives of the unit and encourage teamwork within and between units, ensuring university subject matter experts and units are engaged and consulted in projects during design and construction as required. Develop and ensure regular tracking of appropriate performance measurements to support continuous improvement in Capital Project Delivery/Facilities Services. Resolve issues and/or disputes when required. Manages the maintenance and delivery of budgets and schedules on a daily basis. Provides status updates and reports on active development projects. Approves the project closeout process including final punch list completion, as-built documentation, and transition to Asset Management team through warranty period. Perform additional duties as required. Minimum Qualifications Education: Minimum requirements include a college or university degree in related field. Work Experience: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline. Certifications: --- Preferred Qualifications Education: Bachelor’s degree in Construction Management, Architecture, Engineering, or a related discipline focused on the planning, design, and construction of building structures and systems. Experience: Minimum of ten years of experience in the design and/or construction industry required, with specific experience in contract administration, negotiations with design firms, contractors, construction sequencing and logistics, value engineering, and other project management-related duties and activities. Experience leading, coordinating, or day-to-day oversight of others (such as staff, consultants, or vendor teams), whether it included formal direct-report responsibilities. Experience in a University setting and/or large capital programs preferred. Familiarity with all phases of design phase milestones, bidding and permit processes, and construction administration. Demonstrated competency and exposure to building projects of different scales and involving all building trade divisions. Experience on projects involving specialized processes and complex mechanical, electrical, plumbing (MEP), and HVAC support systems. Experience working within complex phasing constraints and within existing densely built, mature facilities environments. Demonstrated ability to develop and manage project budgets and schedules during planning, design, and construction phases. Demonstrated leadership, management, and organizational skills; demonstrated ability to manage large, complex projects and teams. Demonstrated leadership, management, and organizational skills; demonstrated ability to manage large, complex projects and teams. Demonstrated familiarity in coordinating multiple interest groups and stakeholders. Demonstrated ability to integrate the detailed functional requirements of departmental user groups with the broader scope project goals of a complex institutional organization. Manages the maintenance and delivery of budgets and schedules on a daily basis. Provides status updates and reports on active development projects. Approves the project closeout process including final punch list completion, as-built documentation, and transition to Asset Management team through warranty period. undefined Certifications: Professional license: Professional Engineer, Structural Engineer, Architectural or Certified Construction Manager.   Technical Knowledge and Skills: Comprehensive understanding of project delivery gained through documented education and/or experience. Ability to utilize principles of management to ensure responsibilities are met effectively and efficiently, including planning, controlling, leading, and organizing. Proficiency with schedule development and tracking, including software such as Microsoft Project. Experience with development of project budgets and knowledge of best practices in determining and predicting costs based on scope, quality, and available funding at various stages of development. Experience using project management software (e.g., e-Builder, Procore). Computer literacy in Microsoft Office and other industry software (Word, Excel, SmartSheet, Outlook, PowerPoint, Bluebeam, AutoCAD). Exceptional problem-solving skills and ability to maintain accuracy and attention to detail in a fast-paced environment of changing priorities. Ability to manage multiple competing priorities and direct the project management work of direct reports and other professionals; delegating, prioritizing and escalating issues of individual projects, while keeping the program of projects moving forward. Familiarity with building processes in a variety of settings, including applicable authorities having jurisdiction, and ability to apply this knowledge to develop innovative solutions to problems in the construction process. 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 other building industry considerations such as environmental conditions, historical preservation, and sustainable and energy-efficient design. Demonstrated experience in professional, architecture and engineering, and construction contract administration. Ability to direct procurement and contract negotiation, including guaranteed maximum price proposals. Comprehensive understanding of varied project delivery methods and associated construction contracts. Demonstrated negotiation skills and ability to evaluate the appropriateness of estimates, bids, and cost proposals. Comprehensive understanding of claims, arbitration, and mediation. Ability to hold consultants and contractors accountable and enforce the language of contracts, including deliverables, schedule, and budget. Demonstrated oral and written communication skills appropriate to managing the flow of information in support of decision-making at the highest management levels of a complex institutional organization. Excellent client service skills and ability to effectively interact with departmental staff and administrators throughout the University. Strong interpersonal skills and the ability to develop relationships with university clients and collaborate with stakeholders at all levels. Ability to provide effective communication within and outside of the department. Must be able to handle sensitive and confidential information. Ability to handle ambiguity and exert informal authority.   Preferred Competencies Lead Performance & Execution at a high standard. Exhibit Business Acumen & Organizational Astuteness. Ensure Decision Quality, Accountability & Drive Results. Communicate Effectively & With Influence. Develop and Inspire Others — build and sustain a high-performing team through coaching, mentoring, and creating opportunities for professional growth.   Working Conditions Ability to physically enter and comfortably move through a construction site. Visually inspect work in progress, including traversing significantly uneven surfaces and climbing ladders. Ability to inspect architectural plans; keyboarding, bending, stooping to reach files, light lifting, standing. Some travel may be required. Full-time in-person.   Application Documents Resume (required) Cover Letter (required) List of References (required) The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions. When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application. Job Family Facilities Management Role Impact People Manager Scheduled Weekly Hours 40 Drug Test Required No Health Screen Required No Motor Vehicle Record Inquiry Required No Pay Rate Type Salary ​ FLSA Status Exempt ​ Pay Range $146,200.00 - $172,000.00 The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting. Benefits Eligible Yes The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook . Posting Statement The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.   Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.   All offers of employment are contingent upon a background check that includes a review of conviction history.   A conviction does not automatically preclude University employment.   Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.   The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:  http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.