Senior Project Manager

Under the general direction of the Director, Health Major Capital, the Senior Project Manager (Sr. PM) manages multiple capital projects ranging from $50,000 to $500 million, ensuring delivery on schedule, within budget, and in alignment with quality, operational, and program requirements. The Sr. PM provides project management services throughout the project lifecycle, with primary responsibility for equipment planning, furniture, fixtures and equipment (FF&E), procurement, operational readiness, activation, occupancy, and closeout. The Sr. PM leads and coordinates multidisciplinary teams including architects, engineers, contractors, equipment vendors, furniture suppliers, Information Technology, Supply Chain, Facilities Management, clinical users, regulatory agencies, and other UCSF stakeholders. Responsibilities include developing and managing equipment budgets, procurement and activation plans, project schedules, vendor and consultant agreements, relocations, and occupancy readiness. Representing UCSF Health as an owner's representative, the Sr. PM supports new construction, expansions, renovations, and retrofit projects. The Sr. PM reviews design documents for equipment infrastructure, utilities, operational functionality, infection prevention, phasing, and fire/life safety requirements and coordinates equipment installation and activation to minimize project risk and ensure operational readiness. The Sr. PM maintains accurate project schedules, budgets, forecasts, procurement records, activation milestones, and reporting using internal project management systems. The role supports Capital Budget development and ensures documentation is complete for occupancy, activation, project closeout, audit readiness, and informed decision-making. Working with a high degree of autonomy, the Sr. PM exercises independent judgment in managing medium- to large-scale projects of moderate to difficult complexity and may coordinate the work of other Project Managers and Assistant Project Managers. Key Skills

• Develop and manage project, procurement, activation, occupancy, and close out schedules and budgets.
• Maintain budget projections, cash flow forecasts, project records, and timely reporting.
• Develop, administer, and monitor consultant, vendor, and procurement agreements.
• Manage risks related to scope, schedule, budget, procurement, equipment delivery, installation, and operational readiness.
• Review invoices, equipment purchases, and vendor payment requests for accuracy and completeness.
• Lead FF&E, medical equipment, IT, signage, relocation, move management, activation, and operational transition activities.
• Coordinate vendors, contractors, clinical departments, regulatory agencies, and UCSF support teams.
• Ensure required documentation and readiness activities are completed before occupancy and activation.
• Apply LEAN practices and identify opportunities to improve project delivery.
• Build strong relationships across UCSF and foster a collaborative culture of accountability, trust, and integrity.

Position will work at all UCSF Health locations throughout the San Francisco Bay Area, including new off-campus lease sites. All Real Estate staff are required to be on-site, in-person, no less than four full days per week, although project activities may require additional on-site presence. The PM is required to be responsive to project needs and demands throughout planning, procurement, activation, occupancy, and project closeout.

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 1 million 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 Major Capital Project Department is responsible for delivering the design and construction of new buildings and other major capital projects as assigned. Typical project budgets are hundreds of millions of dollars. Our goals are delivered through Integrated Project Delivery (IPD) methodologies. Current project delivery methods include an IFOA contract. Our vision is to be recognized as an innovative and collaborative owner through new processes, innovation of new delivery models, contracts, and commercial terms that will attract the most qualified teams. Our projects are managed in the Integrated Center for Design and Construction (Big Room). Our work emphasizes the development of highly integrated and collaborative teamwork. We fully support and integrate Lean tools in our project work. 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 $900 million; and oversight and responsibility for > $13.3 billion long-range capital development.

% of time Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

30 Y Project Delivery and Execution

• Applicant shall have the temperament, skill, and experience to handle simultaneous projects, or scopes of work within a major project, ranging from $50,000 to $500,000,000[BW1] . The incumbent will be responsible for achieving overall project success through the completion of multiple projects within scope, budget, and schedule requirements.
• As an experienced professional, manages a full range of design, construction and improvement projects, or components of these projects, for health care facilities including, but not limited to, acute inpatient, outpatient facilities, infrastructure, and support spaces.
• Develops project plans and analysis. Reviews proposals and contracts. Prepares studies, analyses, and quality reviews.
• Develops, manages, and leads a team comprised of[BW2] [NR3] project staff, consultants, and contractors to execute projects from the conceptual stage through commissioning, activation, and close-out in a way consistent with the policies of the UC Office of the President, UCSF, and the Real Estate department.
• Manages project setbacks, mitigates complications, and develops viable solutions.

30 Y Capital Planning, Design and Construction Management

• Leads facilities improvement projects for owned and leased properties. Develops criteria and performance specifications required to meet unique operating requirements and building and safety codes; ensures plans and specifications conform to all codes and regulations. Determines delivery method and bids or negotiates construction contracts. Coordinates with property and facilities management services. Provides construction oversight.
• Provides project cost estimates and develops preliminary budget. Coordinates purchasing, delivery and installation schedules.
• Develops and maintains all necessary management processes and controls for budget, schedule, and project issues; plans for and obtains approvals in a timely fashion (EIR, Regents, Client, etc.).
• Establishes and manages detailed project budgets and controls for the management of commitments and expenditures; manages reallocations between project line items to achieve “bottom line” financial performance.
• Performs code analysis and provides HCAI and/or appropriate building and fire code oversite. [KH4] [NR5] Assists with review and approval of regulatory requirements.
• Hires architectural / engineering firms to develop project requirement definitions, design criteria, and preparing layouts and detail drawings and manages the services of the architects and engineers.
• Reviews cost estimates, establishes project schedule and budget and reviews with clients.
• Ensures project is properly closed out in accordance with defined project closeout protocols.

5 Y Report Management

• Creates and manages projects in project management software application, including systematic reporting and updating of project status as required by Real Estate, including budget and schedule.
• Responsible for generating monthly financial, progress and exception reports; managing the selection and contracting for consultants and contractors, coordination with UCOP, as necessary, and within the requirements of OP/UCSF procedures.

20 Y Coordination with Key Stakeholders

• Responsible for producing risk mitigation, progress, and other reports.
• Determines all appropriate approving agencies for the project and develops/executes a plan for addressing each.
• Coordinates/leads all activities necessary for all discretionary approvals.
• When appropriate, coordinates agreements that fall within Legal and Risk department reviewes of owner agreements and manages potential contractual risk or issues; manages all aspects, approvals, and reporting; maintains departmental compliance with all regulatory/accreditation requirements
• Adheres to policies and procedures that direct and support the provision of services within regulatory guidelines.
• Responsible for communicating and keeping Real Estate leadership informed of significant issues or changes well in advance.
• Acts as a liaison among project participants and resolves problems or conflicts, including recommending a range of solutions to disputed issues or contractor claims.
• Leads inter-disciplinary coordination with all internal UCSF stakeholders including Facilities Management, IT, Environmental Health and Safety, Regulatory, and project clients.

5 Y Technical and Management Resource

• Researches, analyzes, and makes recommendations in collaboration with Environmental Health and Safety, Information Technology Services, and Facilities Management.
• Manages and leads special engineering or technical studies performed by outside consultants, defines objective, solicits technical proposals,evaluates proposals, selects consultants, manages consultant directs their activities responds to external surveys (e.g.,10-year Capital Plan, Facilities Infrastructure List); prepares proposal to acquire space for FM functions; and coordinates and provides technical assistance in the preparation of insurance claims.

5 Y Integrated Project Delivery and Continuous Improvement

• Responsible for leading project teams in the implementation of Integrated Project Delivery processes in addition to all traditional project management processes and procedures. The applicant is expected to be a leader in continuous improvement.

5 Y Organizational and Department Support

• Performs organizational, department and administrative activities not directly relating to projects, including serving on committees representing department or unit.
• Participates in departmental and organizational business process improvement initiatives as directed by Real Estate leadership. This shall include but limited to teaching, leading and participating in Kaizen events and attending training workshops as directed by departmental leadership. Primary responsibility for coordination of all aspects of stakeholder engagement across all internal UCSF stakeholders, external design, and construction partners and external AHJ and agencies.

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%.)

[BW1]Consider specifying that the applicant shall have the temperament to handle a cumulative project value.

[BW2]Add in “assistant project managers”? Or is that assumed in “project staff”?

[NR3]I’d consider it inclusive and it is also specified in language above.

[KH4]This isn’t quite right; do we mean “Manages design professionals of record and assists with review and approval of regulatory requirements.” ?

[NR5]I think that we do tend to do a high level code analysis prior to bringing on a design team. This person should have high level knowledge of what HCAI requirements are in a space or at least know how to find that information.

Required Qualifications

• Bachelor’s Degree in Architecture, Engineering, Construction Management, Planning or in a related field and three to five years of experience in managing all phases of capital projects; or an equivalent combination of education and experience.
• Minimum 5 years' experience in managing construction or renovation projects, preferably in a hospital, research laboratory or clinical environment.
• Advanced knowledge of building and construction, design, construction contract administration and California Building Codes, including advanced understanding of industry practices, or deep expertise in a highly specialized and critical discipline.
• Advanced project management skills to effectively manage highly complex projects, or highly specialized and critical project components.
• Advanced analytical, organizational and problem recognition / avoidance / resolution skills.
• Advanced written, verbal, and interpersonal communication skills, including highly effective negotiation skills and highly developed political acumen.
• Advanced ability to manage contractors and maintain compliance to the agreed-upon scope of work and budget.
• Demonstrated ability to simultaneously manage a large number of projects of varying size, type, and complexity.
• Experience and ability to effectively lead and supervise staff and Project Teams.
• Skilled in building, maintaining and nurturing strong professional relationships.
• Financial skills to prepare, monitor and manage project budgets, evaluate cost estimates, and review payment requests.
• Strong communication skills on a one-to-one basis or in a group setting with project team, leaders, stakeholders, contractors and consultants.
• Strong Microsoft Office and project manager software skills. Working knowledge of CAD drawing programs or similar architectural design application programs.

Preferred Qualifications

• Professional License in Architecture, Mechanical, Electrical or Civil Engineering
• Experience with lean principles and process improvements.
• Experience using Primavera Unifier and P6 Scheduling, MS Project Software or similar scheduling software.
• Advanced knowledge of the organization, including its infrastructure, rules, regulations, policies and short and long range strategic building plans.
• Strong project management skills to effectively manage multiphase projects or project components within an occupied academic medical center or academic research facility.
• Knowledge of applicable building codes and / or regulatory requirements including, but not limited to, Title 24, OSHPD and the Americans with Disabilities Act.
• Understanding and knowledge of industry practices. Ability to assess technical design documents, construction contracts, and related records.
• Broad skills and technological knowledge in areas of architecture, construction, MEPF, Lean Construction and/or Project Delivery.
• Knowledge of the organization, including its infrastructure and short- and long-range strategic building plans.