Associate Director, Facilities Project Management

Job description

UCSF Health Design and Construction is seeking a dynamic Associate Director to lead a professional team including project managers and assistant project managers in the delivery of Health Design and Construction Projects with a value of up to $70M. Under the general direction of the Executive Director of Health Design and Construction, the Associate Director of Project Delivery provides leadership, administrative oversight of professional staff in the Department’s core functional area of Project Management, and management of projects at a subset of UCSF sites or project types. The Associate Director of Project Delivery must be a team player and a hands-on people manager with excellent planning, scheduling, and communication skills.
The successful candidate will have a breadth of experience in managing all types of capital projects with a demonstrated focus managing projects and teams in Hospital and Medical Office Building environments including design and construction phases. The position provides administrative oversight for teams of project delivery staff possessing varying experience, knowledge, and skill levels with emphasis on team and staff development and engagement, daily operations and functions, ensuring that customers remain well informed, project progress and completion is within budget and time constraints. The above is accomplished through effective leadership, exemplary customer service, effective stakeholder engagement (including Facilities Services, Clinical Leadership, Infection Control, and other Support Services departments), and focused development and management of project delivery staff (including, Assistant Project Managers, Project Managers, and Senior Project Managers).
The Department manages more than 100 Construction Projects across all campus locations with a combined value of ~$300M - $400M. The portfolio includes projects valued under $50,000 up to $70M with a focus on renovations of existing Health Facilities, within occupied inpatient and outpatient areas. The Associate Director will primarily oversee the project team at our Oakland and other East Bay sites associated UCSF Health sites, including owned and leased properties. However, depending on the department portfolio, the candidate's purview may expand outside of those geographical areas.
RESPONSIBILITIES
Leadership and Project Delivery
• Lead a professional team including project managers and assistant project managers in the delivery of Health Design and Construction Projects with a value of up to $70M.
• Provides leadership, administrative oversight of professional staff in the Department’s core functional area of Project Management, and management of projects at a subset of UCSF sites or project types.
• Provides administrative oversight for teams of project delivery staff possessing varying experience, knowledge, and skill levels with emphasis on team and staff development and engagement, daily operations and functions, ensuring that customers remain well informed, project progress and completion is within budget and time constraints.
• Work with the Executive Director of Health Design & Construction and Counsel to develop project delivery strategies.
• Obtain internal project approvals and oversee the flow of project funds throughout implementation.
• Work with department leadership to develop and track appropriate project and staff performance metrics.

Project Management & Construction
Collaborate with UCSF Real Estate leadership and Campus Design & Construction team to manage, develop, deploy, teach, enforce, and update project delivery best practices and standardized work in all areas of Project Delivery including:
• Project initialization and intake.
• Customer engagement and satisfaction.
• Project Charter and Gate Management.
• Planning (physical, capital and space).
• Onboarding and integration of new supply chain partners.
• Standardized document controls and technology use for project management information systems (PMIS) including Unifier, P6, Bluebeam, BOX, BIM and any other information management systems.
• Contract compliance and dispute mitigation.
• Design Management including user and stakeholder management.
• Construction Phase Project Management.
• Permitting and Inspection management.
• Internal UCSF supplier management.
• External vendor and supplier management.
• Purchasing.
• Lean business practices.
• Move planning.

Cross-Functional and Regulatory Coordination
• Collaborate with Real Estate Finance & Administration and Real Estate Contracts to effectively plan and execute capital projects in an integrated and efficient manner.
• Integrate with Campus Planning and Campus Architect to effectively study, validate, plan, secure approvals, document, and move UCSF customers associated with capital projects.
• Collaborate with California Department of Health Care Access and Information (HCAI), Campus Building Official and Campus Fire Marshal to develop, deploy, update and enforce campus wide design and permitting best practices.
• Engage with all health stakeholders involved with capital project delivery to assure full cooperation and seek opportunities to improve processes and assure that all projects consider the full breadth of UCSF/UCOP goals, initiatives, policies, and best practices.
• Key stakeholder groups include Health Facilities Services, IT Services, Sustainability, EH&S, HEIP, Community & Government Relations (CGR), University Development and Alumni Relations (UDAR), UC Police Department (UCPD), UCSF Risk Management, University of California Office of the President (UCOP).

Customer Engagement
• Overall project performance for UCSF Real Estate capital project customers within the assigned portfolio of work.
• Develop, maintain, and strengthen relationships with all customers across the campus.
• Actively engages with UCSF Real Estate Customers across the Campus to forecast future capital program needs and understand current customer challenges to identify opportunities for improvements and increase customer satisfaction.

Project and Program Management
• Manages project / program delivery and services.
• Develops budgets, monitors and controls project expenditures.
• Oversees work quality and progress.
• Leads project status meetings.
• Determines project scope, budget and schedule.
• Implements performance improvement practices and processes to improve service delivery.

Space Planning and Design
• Provides space analysis, space plans and develops concept drawings for space utilization.
• Manages leased space projects.
• Budgets tenant improvement allowances for leased properties.

Contractor, Consultant and Vendor Coordination
• Coordinates with contractors, consultants and property managers.
• Coordinates studies with vendors and consultants.
• Ensures work is performed according to contract terms and conditions.
• Coordinates services with facilities management, IT, environmental health and safety and project clients.

Financial, Equipment and Procurement Management
• Monitors and manages financial expenditures in compliance with approved budgets.
• Manages equipment and furniture procurement adhering to standards and codes.

Regulatory and Code Compliance
• Ensures project compliance with applicable codes, regulatory agency requirements and design standards.
• Oversees code analysis and code compliance reviews.

Staff and Human Resources Management
• Manages project managers and staff.
• Manages staff and human resources activities.
• Recruits, trains, manages and evaluates performance.
• Initiates personnel and salary actions.
• Develops and revises job descriptions.

Required Qualifications
• Bachelor's degree in related area and / or equivalent experience / training.
• A minimum of 15 years of relevant experience or a combination of experience / training.
• 5 - 7 years of progressive supervisory level project and staff management experience delivering large and complex, multi phased construction projects or renovations in an active inpatient and outpatient Space.
• Broad experience in capital project management and facilities administration with demonstrated ability to manage a large portfolio of diverse projects and a team of personnel.
• Advanced knowledge of and experience in planning, design, construction, environmental issues, legal issues, federal, state and local laws, regulations and practices governing planning, building design and construction, state, and federal legislative processes.
• Demonstrated knowledge of applicable federal, state and local laws, building codes and / or regulatory requirements for health facilities.
• Broad familiarity with construction processes, practices, contracting procedures, codes and regulations.
• Familiarity with project scheduling and computer-based design technologies.
• Knowledge of strategic financial planning; knowledge of management information systems; and strong negotiating skills.
• Demonstrated planning and analytical skills.
• Demonstrated ability to manage personnel including selection, training, setting expectations, evaluating, reward and corrective action.
• Strong interpersonal and communication skills including ability to effectively convey concepts in written and graphic formats.
• Advanced financial, budgeting and cost management skills, including the ability to manage scarce resources.
• Advanced organizational skills including skill in consistently and effectively meeting budget and time deadlines.
• Advanced and proven skills to lead, direct, and manage personnel including selection, training, evaluating and, taking corrective action as required, with diplomacy, promoting and managing change, team building, consensus building, and fostering cooperation.
• Excellent written, verbal and interpersonal communication skills, including skills to work effectively with multiple constituencies to advance organizational objectives and a demonstrated ability to effectively convey architectural and construction concepts in written and graphic formats, and oral presentations.
• Demonstrated skills in successful customer engagement.
• Demonstrated forecasting, budgeting and cost management skills.
• Ability to develop and coordinate all phases of construction projects, including controlling project costs.
• Ability to analyze complex problems and to synthesize, integrate and conceptualize alternative solutions.
• Ability to develop and analyze for comparative evaluation the anticipated effects of design and construction alternatives.
• Ability to plan effectively for both short-range and long-range objectives.

Preferred Qualifications
• License to practice in at least one of the following professions: architecture, engineering, urban design, city planning or landscape architecture preferred.
• Certificate to practice in at least one of the following professions: architecture, engineering, urban design, city planning or landscape architecture preferred.
• Construction or project management certification from a relevant organization preferred.
• USGBC LEED BD+C Certification.
• 3 - 5 years of progressive supervisory level project and staff management experience delivering large and complex, multi phased construction projects within at an active active and outpatient spaces.
• Demonstrated experience and familiarity with the principles of Lean processes, value engineering, and target value design related to capital projects.
• Advanced knowledge of the organization, including its vision, mission, goals, achievements, infrastructure and short and long range strategic capital projects plans.
• Familiarity with LEED design principles and practices and other sustainability-related certifications.
• Familiarity with ADA and other universal design and accessibility aspects of design and construction.
• Thorough knowledge of and experience working at University of California and with UC Office or the President or other Healthcare institutions.