Senior Project Manager

Under the general direction of the Director, Health Major Capital Sr. Project Manager (Sr. PM) 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. Simultaneously manages multiple projects of various sizes in the challenging healthcare construction environment. Services include all elements of project management from concept through project closeout including initial scoping, budgeting, funding, procurement, construction management and closeout of large and small projects. The Sr. PM organizes, plans, and controls the design and construction efforts on projects ranging from $50,000 - $500,000,000. 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. The project manager has a first line responsibility to communicate effectively with project stakeholders regarding program, budget, schedule, and construction impact. The Sr. PM utilizes internal project management tools and systems to monitor progress, control schedules and budgets, generate timely reports, and maintain comprehensive records throughout the project lifecycle. Ensure accurate data entry and updates to support transparent communication, audit readiness, and informed decision-making. Sr. PM provides support to the annual Capital Budget development process. Project managers may be responsible for coordinating the activities of other Project Managers and Assistant Project Managers as directed. Represents UCSF Health on design and construction projects, including new development, facility expansion, renovations and retrofitting. Responsible for coordinating, monitoring and reporting on all design and construction activities. Administrate consultant and construction agreements, facilitate quality control, maintenance of design and construction schedules, construction management and owner representative responsibilities. Manage medium-to-large teams of external vendors and internal affiliate and service line staff on medium-to-large projects. Demonstrate a mastery of project management, works with a high degree of autonomy, and is responsible for delivering medium to large scale projects with moderate to difficult complexity. Responsible for delivering projects on time and on budget. Exercises independent judgment in selecting methods, techniques and evaluation criteria for obtaining results. Sr. PM leads developmental stage of capital projects to assure that project scope, schedule, and phasing are adequately defined. Use Major Capital project benchmarks and/or work with the design professionals to create the preliminary project budget and schedule. Sr. PM defines working criteria for a proposed project, determining the hazardous materials, infection control, phasing of work, and fire and life safety requirements that are necessary. Estimate the design review efforts for a project to assure that the quality of the construction documents is sufficient to minimize the risk of cost overruns during construction.

Sr. PM coordinates the efforts of the Inspector of Record, state agencies (e.g., CDPH), the contractor and University representatives to ensure code compliance and quality of work, and a constructive relationship with the regulators. Prepare and verify that all required documentation is completed prior to occupancy or authorized approval of a project. Sr. PM coordinates all project relocations, furniture, equipment and IT scopes of work, which may be supported by other internal UCSF Real Estate resources. Sr. PM is responsible to assure that all aspects of the project are addressed in a timely manner. 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 Real Estate staff including but not limited to Assistant PMs, Project Manager Assistants, architects, signage and wayfinding manager, FFE coordinator, etc.

Position will work at all UCSF Health locations in 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 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 the phases of the project and construction activities.

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 advanced 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 Technical and Management Resource

• Performs organizational, department and administrative activities not directly relating to projects, including serving on committees representing department or unit.
• Participate 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, 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.