TITLE Assistant Project Manager
CLASSIFICATION NUMBER 1380
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR University Architect and Director of Planning, Design & Construction
The Assistant Project Manager assists other departmental staff in the development and execution of projects and manages smaller or less complex projects. The Assistant Project Manager assists with the development of building programs and in the development of presentations, including creating graphics and architectural renderings. The Assistant Project Manager assists in creating contract documents, including drawings and specifications for competitive bidding. The Assistant Project Manager assists in the management of ongoing construction. The Assistant Project Manager assists in the maintenance of standards by working with others in the department to develop standard details and specifications that may be incorporated into projects. The Assistant Project Manager researches and compiles building data for use by the University, stays current with the software used in the department, and assists in the development of the campus master plan.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: An Associate’s degree in a field related to architecture, architectural engineering, construction technology, or interior design is required. A Bachelor’s degree in architecture, architectural engineering, construction technology, interior design, or a related field is preferred.
Experience: With the Associate’s degree as described in “Education”, five years of progressively responsible experience in a similar position is required which includes experience in construction-related work in which the primary focus is on the design and planning of commercial and institutional buildings and field observation of construction projects and experience in the preparation of graphic and architectural presentation materials in various media and the actual preparation of construction documents that clearly convey the requirements of intended designs for the purpose of bidding and constructing commercial and institutional facilities. With a Bachelor’s degree as described in “Education”, no prior work experience is required. Responsible experience in a similar position at a University or other large institution is preferred. Experience in an architectural or engineering design office working with clients in higher education is preferred. Demonstrated experience working effectively in a diverse environment is preferred.
Skills: The ability to prepare renderings and graphics in various forms of media in order to adequately convey the concepts of projects or prepare representations of expected final constructed results is required. The ability to prepare contract documents, including plans and specifications, and to read and interpret contract documents is required. The ability to proficiently manipulate graphics software such as AutoCAD, SketchUp, Adobe Photoshop or similar programs to achieve desired results is required. The ability to effectively use spreadsheets, word processing, and similar computing systems is required. Excellent communication, decision-making, and interpersonal skills are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Knowledge of building codes, industry standards, and contract language applicable to the construction industry is preferred. Knowledge of materials and methods of construction, including proper detailing of architectural building systems is preferred.
Effort: The ability to move throughout the campus on foot, including climbing ladders and/or stairs on construction sites or in University facilities, is required.
Other: The scope of the job frequently requires working in the evenings and on weekends, particularly during the progress of construction projects.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Assists in providing effective management of projects within the University system by helping to coordinate activity on projects as assigned, including feasibility analysis, programming, preliminary studies and development of alternative solutions, preparing graphic presentation materials, code review, project design, development of contract documents through effective use of computer-aided design programs, preparation of project estimates and budgets, solicitation, receipt, and evaluation of project bids for award to the lowest, responsive, responsible bidder, construction administration, site observation of construction, management of the project budget, and project close-out.
2. Assists in ensuring that construction projects meet the needs of various campus constituencies by helping coordinate with appropriate student groups, faculty and/or staff committees, and pertinent campus departments such as Facilities Management, Computer Services for networking and telecommunications, Safety and Transportation, and those overseeing classroom technology.
3. Ensures that contract documents for assigned projects properly convey the intent and needs of the University based on information received.
4. Verifies that projects are in compliance with University design standards and the University master plan.
5. Verifies compliance with state regulations and procedures on construction projects by monitoring progress throughout the project, supervising the bidding process, including the preparation of complete construction documents which include prevailing wage rates, all bonding and insurance requirements, all qualification statements, and required minority business statements, arranging proper advertising of the project to allow contractors sufficient time for bid preparation, assuring proper issuance of addenda, receiving bids, reviewing bids to ensure completeness, determining the lowest, responsive, responsible bidder, and awarding the contract.
6. Promotes and supports the University’s statement on sustainability by planning, designing, and constructing capital projects and physical improvements using sustainable principles such as those established by the U. S. Green Building Council and following guidelines such as those set forth by the Association for the Advancement of Sustainability in Higher Education and other similar organizations.
7. Ensures that the conditions of contract documents for assigned projects are met by contractors through construction administration which includes observing the progress of construction, interpreting plans and specifications, recommending change orders, and serving as a liaison between the consultant and/or contractor and the University.
8. Coordinates the activities of other University departments, such as Facilities Management, Computer Services for networking and telecommunications, Safety and Transportation and with outside vendors for items such as scheduling the availability of spaces, relocation of occupants, voice/data wiring, installation of classroom technology, procurement of furnishings, fixtures, and equipment, and location of existing utilities, etc., as necessary for the successful completion and occupancy of the project.
9. Works with various departments such as Facilities Management, Computer Services for networking and telecommunications, Safety and Transportation and others on an ongoing basis to develop solutions to facility-related issues.
10. Assists in the development and maintenance of departmental policies, guidelines, and standards applicable to the entire University and assists with dissemination of this information by various means, including face-to-face interactions, published guidelines, and web pages.
11. Assists in the collection and analysis of data needed for short-, mid-, and long-term planning for facilities, capital projects, and infrastructure to meet campus program and growth requirements.
12. Assists in the identification of problems, trends, and future facility or infrastructure needs and makes recommendations.
13. Assists with issues such as programming needs for projects and develops solutions in order to prepare preliminary budgets so that informed decisions can be made.
14. Assists in representing the University with on-campus and off-campus groups and organizations related to planning, design, and construction issues.
15. Assists in ensuring compliance of projects with all building and life safety codes adopted by the University, Americans with Disabilities Act guidelines (ADAAG), and other applicable regulations.
16. Assists in the preparation of requests for qualifications for outside consulting firms and in the review of responses received for these requests, participates in the selection of the consultants, and assists in documenting the selection process for auditing purposes.
17. Promotes a positive and cooperative image of the University with the construction industry by assisting in coordination between the University and various agencies.
18. Facilitates the successful completion of all University construction projects by compiling appropriate and necessary documentation regarding the projects.
19. Advises the immediate supervisor on the condition of existing University buildings and facilities and notifies them of deficient or unsafe conditions.
20. Reduces the reliance of the University on outside consultants, particularly with less significant projects, by providing in-house technical and design support and expertise.
21. Assists with and prepares required and requested reports to federal and state agencies regarding University projects and facilities.
22. Assists in fund-raising efforts for campus construction projects by assisting in the preparation of applications and other necessary supporting materials for construction grants, loans, and donations.
23. Creates and maintains a database of simplified floor plans of University buildings for use by others.
24. Ensures that AutoCAD and other design software are used effectively to meet the needs of the department by assisting in the planning, development, and implementation of updates for AutoCAD and other design software, assisting in the management of design software policies and procedures, developing and maintaining an orderly standard detail electronic file allowing for easy retrieval of information, maintaining graphics standards for documents created and produced by the department of Planning, Design & Construction, and assisting in the training of other department staff on the use of AutoCAD and other design software.
25. Ensures that staff have the opportunity to effectively utilize computer resources in an office environment by supervising service and support activities, performing problem determination and resolution, coordinating problem resolution with the supervisor, distributing printouts, managing the use of software and documentation manuals, answering questions about software packages accessed from microcomputers, meeting regularly with the supervisor and staff to review, assess, and suggest improvements regarding technical support, and maintaining communication with the centralized User Support Group of Computer services regarding procurement, implementation, problem determination, and resolution.
26. Helps the department maintain an up-to-date, useful, user-friendly, and graphically attractive presence on the web by assisting in the maintenance of the department’s web page.
27. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
28. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the supervisor.
29. Contributes to the overall success of Planning, Design & Construction by performing all other duties and responsibilities as assigned.
The Assistant Project Manager is supervised by the University Architect and Director of Planning, Design & Construction or the Associate Director of Planning, Design & Construction and may oversee tasks assigned to support staff and student employees.
OFFICE OF HUMAN RESOURCES
REVISED MAY 2017
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.
Factor 2: Supervisory Responsibility
Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.
Factor 3: Interactions with Others
Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.
Factor 4: Job Controls and Guidelines
Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.
Factor 5: Managerial Responsibility
Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.