Assistant Project Manager

University of California - San Francisco; San Francisco (CA); On-site; USD 90,000 - 140,000; Full time

Job summary

University of California - San Francisco is seeking an Assistant Project Manager to independently complete work order assessments, manage small capital projects up to $1M, and support Senior/Project Managers on larger initiatives. The role involves coordinating with clients, consultants, and vendors to meet financial and schedule targets across multiple concurrent projects.

The position focuses on Pre-Construction & Construction Project Administration and Logistics, leading on small capital

Qualifications

• Bachelor's degree in related area with 3–5 years of relevant experience.
• 1–3 years experience in project management on a Design & Construction project team.
• Thorough project management skills and ability to manage complex projects.
• Strong problem recognition, avoidance and resolution capabilities.
• Excellent written, verbal, and interpersonal communications; high political acumen.

Responsibilities

• Lead small capital projects, including cost, schedule, document control and quality.
• Prepare budgets and project start-up/close-out checklists.
• Develop project timelines, track RFIs and submittals, and process change orders.
• Solicit and evaluate architects, contractors, and consultants/vendors.
• Issue contracts and purchase orders; ensure timely payments.
• Maintain cost exposure reports and cash flow projections; monitor schedules.

Skills

Project management

Budgeting

Communication skills

Contract administration

Cost control

Scheduling

Analytical skills

Education

Bachelor's degree in related area

Job description

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

• 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.

Department Services

• 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 & Constructio 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.