Project Manager

Job Description

Under the general direction of the Associate Director, Health Design and Construction the incumbent is accountable for project management services to ensure design and construction projects are on schedule, within budget, high-quality, cost-effective, and appropriate to client program needs. Projects focus on renovation work within challenging healthcare construction environment. The incumbent has a first-line responsibility to communicate effectively with project stakeholders, ranging from departmental administrators to highly technical researchers or facilities support staff. Excellent customer service skills are essential at all phases of the project.

The incumbent organizes, plans, controls and/or supports Senior Project Managers and other HD&C leadership in the design and construction efforts on projects ranging from $5,000 - $70,000[BW1] [NR2] ,000. Services include all elements of project management from concept through project closeout, including initial scoping, budgeting, funding, procurement, impact mitigation, construction management, and closeout of large and small projects. This involves selecting professional design staff (architects and engineers), general contractors and subcontractors, coordinating the activities of clients, construction inspectors, and others associated with the projects; managing project progress to achieve overall project objectives consistent with department standards and in alignment with customer expectations including, budget, cost and quality; resolving problems that arise in the projects; working with state agency officials to ensure compliance and safety.

Emphasis is placed on the incumbent's ability to complete the following in a multitude of healthcare environments: analyze available information to provide conceptual level estimates at early stages of project development, review constructability and suggest alternative solutions, and proactively manage the design phase to ensure efficient and cost-effective project delivery.

Project managers may be responsible for coordinating the activities of Real Estate Assistant Project Managers as directed.

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.

UCSF Real Estate is an integrated unit that enables the alignment of development, planning, design, construction, and management of facilities and a lease portfolio of 1M square feet across UCSF. Services are provided through the following departments: Building Permit Services, Campus Design and Construction, Campus Planning, Construction Contract Administration, Health Design and Construction, Health Major Capital Projects, Real Estate Services, Benioff Children's Hospital Oakland Capital Program Management and support through Business Intelligence, and Finance, Administration and Operations.

The UCSF Health, Design & Construction is responsible for providing comprehensive capital project delivery services to the inpatient, ambulatory and hospital administrative units on the Parnassus, Mt Zion, Mission Bay, and satellite campuses in San Francisco and throughout the greater Bay Area. Project types include infrastructure & technology upgrades, renovations and upgrades of diagnostic, imaging and treatment facilities, full floor renovations of inpatient units and remodels of clinical, administrative and outpatient facilities.

The Health Design & Construction group is responsible and accountable to assure projects are delivered on time and within budget, that the design solutions are appropriate, that public contracting laws and codes are respected, safety of patients and staff is maintained, and that all furnishings, equipment, IT support is in place and active when the project is delivered. All of this must be done with a minimum of disruption to the clinical activities. The current program is $400M and consists of more than 100 projects.

The combined UCSF Campus and Health organizations include approximately 198 UCSF and 38 contract personnel; operating/recharge budgets of more than $52.2M per year; current year capital project expenditures of $900M; and oversight and responsibility for > $9.7B long-range capital development.

Skills

• Develop and maintain project schedules, resources and budgets.
• Maintain project schedule and budget projections for monthly cash flow reports.
• Develop, execute and monitor vendor contracts.
• Manage project risks associated with schedule, scope and budget.
• Review and approve invoices, including pay applications for accuracy and completeness.
• Develop, monitoring and completion of project closeout strategy.
• Maintain a strong team culture of accountability and integrity on the projects they manage.
• Identify gaps and work with supervisors to correct.
• Implement LEAN processes to ensure reliability in projects.
• Develop and maintain strong working relationships with affiliate representatives, management and other departments within UCSF.
• Ensure their teams maintain a culture of high collaboration, accountability, trust and integrity.
• Collaborate effectively with other HD&C staff including but not limited to Assistant PMs, Project Management Assistants, Capital Equipment Manager, architects, signage and wayfinding manager, FF&E coordinators, etc.
• Support Senior PM or other HD&C leadership in managing projects with a high level of technicality or across a large program of projects.

Position will work at all UCSF Health locations in San Francisco. All Real Estate staff are required to be on-site, in-person, no less than 4 full days per week, although project activities may require beyond that requirement. The PM is required to be responsive to the project needs and demands based on phases on the project and construction activities.

• Manage design, construction, and improvement projects for healthcare, research, academic, and support facilities.
• Develop project plans, analyses, studies, quality reviews, proposals, and contracts.
• Develop, manage, and lead project teams consisting of project staff, consultants, contractors, architects, and engineers from project conception through commissioning, turnover, and closeout.
• Manage project setbacks, mitigate complications, and develop effective solutions.
• Coordinate facilities improvement projects for owned and leased properties.
• Develop project cost estimates and preliminary budgets.
• Develop and maintain project management processes and controls for budgets, schedules, approvals, and project issues.
• Establish and manage detailed project budgets, commitments, expenditures, and financial performance.
• Perform code analysis and provide OSHPD and applicable building and fire code oversight.
• Hire and manage architectural and engineering consultants.
• Review project schedules, budgets, cost estimates, and design documents with clients.
• Ensure projects are properly closed out in accordance with established protocols.
• Create and maintain projects within project management software, including schedule, budget, and status reporting.
• Generate monthly financial, progress, and exception reports.
• Manage consultant and contractor procurement in accordance with UC policies and procedures.
• Coordinate with UCOP as required.
• Produce risk mitigation, progress, and project reports.
• Coordinate approvals with regulatory agencies.
• Coordinate legal reviews, risk management activities, and regulatory compliance.
• Communicate significant project issues and changes to Design & Construction leadership.
• Lead interdisciplinary coordination with Facilities Management, IT, Environmental Health & Safety, Regulatory, and project clients.
• Research, analyze, and make recommendations in collaboration with Environmental Health & Safety, Information Technology Services, and Facilities Management.
• Manage technical studies performed by outside consultants.
• Respond to external surveys and coordinate technical support for insurance claims.
• Lead project teams in the implementation of Integrated Project Delivery processes and continuous improvement initiatives.
• Participate on departmental committees and business process improvement initiatives, including Kaizen events and departmental training.