Assistant Director, Project Management

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 betwee