Assistant Project Manager

Job Description

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.

Major duties include:

• 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

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: overseas 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.

Required Qualifications

• Bachelor''s degree in related area and 3-5 years relevant experience and / or equivalent experience / training.
• 1-3 years experience in project management or equivalent experience on a Design & Construction project team
• Thorough project management skills, including skill to manage complex projects.
• Thorough skills in problem recognition / avoidance / resolution.
• Thorough organizational and analytical skills including skill to provide high quality control. Detail oriented to accurately proof contracts and other documents.
• Thorough written, verbal and interpersonal communications skills including high level political acumen.

Preferred Qualifications

• Thorough working knowledge of building and construction, design, construction contract administration and California Building Codes, including full understanding of industry practices.
• Thorough knowledge of the organization, including its infrastructure and short and long range strategic building plans.
• Proven ability to manage contractors and maintain compliance to the agreed-upon scope of work and budget.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

55

Yes

Project Management

Independently manage projects between $50k and $1M.

• Manage moves and cosmetic upgrade projects
• Manage soliciation for architectural / engineering firm services to develop project requirement definitions, design criteria, and preparing layouts and detail drawings and manages the services of the architects and engineers.
• Bid or negotiate construction contracts, review and manage construction activities, including contractor''s schedule, RFIs, Submittals, Change Order Requests, and Punch List, and act as liaison among project participants, resolving problems or conflicts.
• Review cost estimates, establishes project schedule and budget
• Walk projects during construction to confirm construction conforms with the approved plans and specifications.
• Ensure project is properly closed out and Operations & Maintenance Manuals and record drawings are turned over to Physical Plant Services and/or Facilities Management.
• Manage and update projects in project management software application, including systematic reporting and updating of project status as required by department policies and procedures, including budget and schedule.

With exceptions as authorized by Director to whom the Assistant Project Manager Reports.

10

Yes

Integrated Lean Project Delivery

Responsible for leading project teams in the implementation of Integrated Lean Project Delivery processes in addition to all traditional project management processes and procedures. This includes but is not limited to the following lean process activities:

• Last Planner Process
• Value Stream Mapping
• Process Mapping
• 5S
• Target Value Design Management
• Set Based Design Management
• Building Information Modeling
• Built-in Quality
• Rapid Improvement Kaizen (flow) and kaizen (process)

25

Yes

Project Management Support

• Walk the project site for quality control
• Prepare reports for UCSF leadership
• Communicate regularly with UCSF departments i.e. IT, Clinical Technologies, Facilities Management, Hospitality, etc.
• Coordinate shutdowns with appropriate parties and provides communication to all UCSF affected departments.
• Coordinate with Authority Having Jurisdictions where required i.e. OSHPD, CDPH, Building Permit Services, Office of State Fire Marshall, etc.
• Coordinate the planning, procurement and installation of IT, furniture, medical equipment and other project related items.
• Review cost estimates, establishes project schedule and budget and reviews with senior project managers and clients.
• As directed, bid or negotiate construction contracts, review and manage construction activities, including contractor''s schedule, RFIs, Submittals, Change Order Requests, and Punch List, and act as liaison among project participants, resolving problems or conflicts.
• Manage and update projects for Senior PMs in project management software application, including systematic reporting and updating of project status as required by department policies and procedures, including budget and schedule.
• Support Project Manager to ensure project is properly closed out and Operations & Maintenance Manuals and record drawings are turned over to Physical Plant Services and/or Facilities Management.

10

YesPerform organizational, departmental and administrative activities not directly relating to projects, including serving on committees representing department and/or unit.

0

0

0

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

55

Yes

Project Management

Independently manage projects between $50k and $1M.

• Manage moves and cosmetic upgrade projects
• Manage soliciation for architectural / engineering firm services to develop project requirement definitions, design criteria, and preparing layouts and detail drawings and manages the services of the architects and engineers.
• Bid or negotiate construction contracts, review and manage construction activities, including contractor''s schedule, RFIs, Submittals, Change Order Requests, and Punch List, and act as liaison among project participants, resolving problems or conflicts.
• Review cost estimates, establishes project schedule and budget
• Walk projects during construction to confirm construction conforms with the approved plans and specifications.
• Ensure project is properly closed out and Operations & Maintenance Manuals and record drawings are turned over to Physical Plant Services and/or Facilities Management.
• Manage and update projects in project management software application, including systematic reporting and updating of project status as required by department policies and procedures, including budget and schedule.

With exceptions as authorized by Director to whom the Assistant Project Manager Reports.

10

Yes

Integrated Lean Project Delivery

Responsible for leading project teams in the implementation of Integrated Lean Project Delivery processes in addition to all traditional project management processes and procedures. This includes but is not limited to the following lean process activities:

• Last Planner Process
• Value Stream Mapping
• Process Mapping
• 5S
• Target Value Design Management
• Set Based Design Management
• Building Information Modeling
• Built-in Quality
• Rapid Improvement Kaizen (flow) and kaizen (process)

25

Yes

Project Management Support

• Walk the project site for quality control
• Prepare reports for UCSF leadership
• Communicate regularly with UCSF departments i.e. IT, Clinical Technologies, Facilities Management, Hospitality, etc.
• Coordinate shutdowns with appropriate parties and provides communication to all UCSF affected departments.
• Coordinate with Authority Having Jurisdictions where required i.e. OSHPD, CDPH, Building Permit Services, Office of State Fire Marshall, etc.
• Coordinate the planning, procurement and installation of IT, furniture, medical equipment and other project related items.
• Review cost estimates, establishes project schedule and budget and reviews with senior project managers and clients.
• As directed, bid or negotiate construction contracts, review and manage construction activities, including contractor''s schedule, RFIs, Submittals, Change Order Requests, and Punch List, and act as liaison among project participants, resolving problems or conflicts.
• Manage and update projects for Senior PMs in project management software application, including systematic reporting and updating of project status as required by department policies and procedures, including budget and schedule.
• Support Project Manager to ensure project is properly closed out and Operations & Maintenance Manuals and record drawings are turned over to Physical Plant Services and/or Facilities Management.

10

YesPerform organizational, departmental and administrative activities not directly relating to projects, including serving on committees representing department and/or unit.

0

0

0

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)