Sr. Project Manager

The Sr. Project Manager is responsible for managing large and/or complex clinical, research, academic, infrastructure, and administrative design and construction projects. Leads early project intake and provides Early Support for Projects (ESP) during front-end development. Exercises independent judgment in selecting methods, techniques, and evaluation criteria to achieve results.

Under the general direction of the Associate Director of Project Delivery, the incumbent delivers comprehensive project management services from initial customer engagement through project closeout. Ensures alignment with customer needs, institutional priorities, and UCSF policies, and delivers projects within defined scope, budget, schedule, and quality expectations.

Leads project intake and early development activities, including management of Project Intake Requests (PIR), problem assessment, scope definition, and facilitation of Conditions of Satisfaction. Determines appropriate project pathway, level of support, or reassignment. Manages pre-recharge intake efforts and coordinates with leadership when additional funded support is required.

Provides ESP by developing preliminary scope, cost estimates, and high-level schedules; identifying risks, constraints, and related impacts; and coordinating with internal stakeholders (e.g., Planning, Facilities Services, EH&S, IT, Real Estate Services) to validate assumptions and inform project direction. Prepares and presents decision-support materials to guide project authorization and next steps.

Applies creative problem-solving within the framework of California Public Contract Code, UC policy, and UCSF business practices. Balances diverse stakeholder perspectives to resolve complex challenges and establish effective project delivery strategies that meet regulatory, operational, budgetary, and schedule requirements.

Leads and manages design and construction activities, including oversight of consultants, contractors, stakeholders, and regulatory coordination. Ensures compliance with applicable federal, state, UCOP, and UCSF policies, codes, and standards appropriate to each phase of work.

Maintains proactive stakeholder communication to ensure alignment between expectations and project outcomes. May coordinate the work of Real Estate Project Managers and Assistant Project Managers and contributes to continuous improvement of intake, ESP, and project delivery processes.

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 Campus Design & Construction department is responsible for providing comprehensive capital project delivery services to the research, academic, administrative, campus life services units on the Parnassus, Mt Zion, ZSFG (Zuckerberg San Francisco General), Mission Center, Mission Bay, campuses including leased properties and satellite locations in San Francisco and throughout the greater Bay Area and Fresno. Project types include new "ground up" buildings, seismic upgrades of existing buildings, major infrastructure & technology upgrades, major facilities investment and deferred maintenance programs, renovations and upgrades of existing labs, offices, education space, student and faculty housing facilities, and full floor renovations.

The team is responsible and accountable to assure projects are delivered in accordance with all project objectives including cost, scope, and schedule, remain compliant with all public contract code, UCOP, and UCSF policies, and satisfy the customer requirements. The team serves as the focal point of Campus capital project delivery and relies deeply on close partnerships within real estate and a wide variety of additional stakeholders across UCSF to provide a comprehensive solution for capital project and program delivery services. The current program is $2.8B and consists of more than 200 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 > $13.3B long-range capital development.

% of time Essential Function (Yes/No) Key Responsibilities (To be completed by Supervisor) 15 Yes

As a technical lead, manages concurrent, multiphase design, construction and improvement projects for health care, research, academic, infrastructure, and administrative facilities, including but not limited to acute inpatient, outpatient, clinical research, and biomedical research facilities.

Incumbent shall have the temperament, skill, and experience to handle simultaneous projects, scopes of work within a major capital project, . 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 and clinical research facilities, or academic facilities including but not limited to, research labs, specialized research equipment facilities, classroom space, office, housing, infrastructure, and support spaces.
• Identifies need, develops or oversees development of project plans and analysis. Reviews proposals and contracts. Prepares studies, analysis, and quality reviews.
• Prepares and approves cost estimates, functional studies and establishes project schedule and budget and reviews with clients; establishes milestones and monitors adherence to master plans, budgets and schedules.
• Manages project setbacks, mitigates complications, and develops viable solutions.

15 Yes

Leads diverse, specialized teams including construction managers, architectural and engineering design professionals, general contractors and project staff.

• Develop, manage, and lead a team comprising project staff, consultants, and contractors to execute projects from the conceptual stage through commissioning, turn-over, and close-out in a way consistent with the policies of the UC Office of the President, UCSF, and the Design & Construction Department.
• May oversee, and / or direct other Project Managers and Analysts.
• Mentor and train Project Managers and Assistant Project Managers as needed.
• May lead specialized project components or programs (e.g. LEED, landscape design, in-house design, leased-property projects).

25 Yes

Develops complex project plans. Establishes work scopes and project schedules. Prepares functional studies, construction plans and specifications.

• 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.

• Identifies and recommends procurement and contract delivery methods to meet project objectives and works with Contracts team to bid and/or negotiate construction terms within standard UCSF contracts

• Develops and maintains all necessary management processes and controls for budget, schedule, and project issues; plans for and obtains approvals in a timely fashion (Funding requests, Client, etc.).

• 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; provides leadership expertise, direction and management of the engineers, architects and other consultants.
• Assists leadership to develop, maintain, and train project management processes and controls.
• Creates and maintains data in project management information system (PMIS/Unifier), including systematic reporting and updating of project status as required by Design & Construction Management, 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.

5 Yes

Prepares project cost estimates. Develops budgets and monitors project expenditures. Monitors work quality and progress.

• Establishes and manages detailed project budgets and controls for the management of commitments, expenditures, and forecasting; manage reallocations between project line items and projects to achieve "bottom line" financial performance.
• Reviews cost estimates, establishes project schedule and budget and reviews with clients.

5 Yes

Provides space analysis and space planning. Develops concept drawings for space utilization, interior design and room configuration.

• 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);
• Works with UCSF Planning colleagues to assure compliance with space planning guidance on capital projects and may support Capital and Space Planning colleagues on space analysis and capital studies when capital investment or detailed move planning is indicated.

5 Yes

Ensures projects comply with applicable codes, standards, and regulatory requirements including JCAHO, HCAI / OSHPD, DCFM, CBO, AAALAC, and NFPA.

• Coordinates work between design & construction partners and AHJ to assure compliance with all federal, state, local, UC, and UCSF applicable codes, standards, and regulatory requirements throughout the entire project lifecycle.

10 Yes

Provides guidance to project team. Resolves conflicts, escalated issues, and / or recommends solutions.

• 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.
• Responsible for identifying and mitigating all project related conflicts up to the identified and agreed upon authority as agreed to with supervisor.
• Responsible for understanding when and how to escalate matters that are beyond authorized limits and presenting recommended solutions for leadership to consider.
• Responsible for establishing, developing, and maintaining project team relationships and culture that supports UCSF PRIDE values with a focus on customer satisfaction in line with the stated project objectives.

10 Yes

Leads inter-disciplinary coordination with facilities management, IT, environmental health and safety, and project clients.

• 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.
• When appropriate coordinates Legal and Risk department reviews of all owner agreements and risk management issues; manages all aspects, approvals, and reporting; maintains departmental compliance with all regulatory/accreditation requirements
• Implements policies and procedures that direct and support the provision of services within regulatory guidelines.
• Responsible for communicating and keeping the Design & Construction leadership informed of significant issues or changes well in advance.
• Acts as liaison among project participants and resolves problems or conflicts, including recommending range of solutions to disputed issues or contractor claims.
• Leads inter-disciplinary coordination with all internal UCSF stakeholders including facilities services, IT, environmental health and safety and project clients.

5 Yes

Integrated Lean Project Delivery: Responsible for leading project teams in the implementation of Integrated Lean Project Delivery processes in addition to all traditional project management processes and procedures. In some cases, incumbents will be expected to be collocated with the project team in a Big Room project environment. Lean processes include but is not limited to the following lean process activities:

• Last Planner Process
• Value Stream Mapping
• Process Mapping
• 5S
• Target Value Delivery Management
• Set Based Design Management
• Building Information Modeling
• Built-in Quality
• Rapid Improvement Kaizen (flow) and kaizen (process)

May lead or supervise the work of other professionals.

5 Yes

Performs organizational, departmental, and administrative activities not relating to projects, including serving on committees representing department or unit, process improvements and strategic initiatives.

• Participates in departmental and organizational business process improvement initiatives as directed by the Design & Construction leadership. This shall include but not limited to teaching, leading and participating in Kaizen events and leading training workshops as directed by departmental leadership

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• Eight (8)years of experience in managing all phases of capital projects; or an equivalent combination of education and experience.
• Advanced knowledge of federal, state and local laws, and regulations governing planning, building design and construction, including but not limited to, JCAHO, OSHPD, NFPA, Title 24, American with disibilities Act, and CDPH requirements.
• Advanced understanding and knowledge of architectural and construction industry theory and practice. Ability to assess technical design documents, construction contracts, and related records.
• Advanced project management skills to effectively manage highly complex, multiphase projects or specialized critical project components within an occupied academic medical center.
• Advanced financial skills to prepare, monitor and manage detailed project budgets, evaluate cost estimates, and review payment requests.
• Advanced skill in advising and consulting with senior leaders, interdisciplinary stakeholders, design professionals and construction contractors.
• Advanced skill managing contractors ensuring compliance with work scope and budget.
• Advanced skill in building, maintaining and nurturing strong professional relationships.
• Advanced Microsoft Office and project manager software skills. Working knowledge of CAD drawing programs and architectural design application programs.
• Advanced project management skills to effectively manage highly complex projects, or highly specialized and critical project component
• Advanced communication skills on a one-to-one basis or in a group setting with project team, leaders, stakeholders, contractors and consultants. Demonstrated ability to present executive summaries to diverse Leadership groups.

Preferred Qualifications:

• Five (5) years in specialized training such as mechanical, electrical and/or construction management.
• University, Research Laboratory /or Medical Center experience
• Experience leading multi-discipline project groups on small and medium complex research laboratory or healthcare projects or programs
• Experience in lean business process improvement
• Experience Using Primavera Unifier and P6 Scheduling Software
• Advanced knowledge of the organization, including its infrastructure, rules, regulations, policies and short and long range strategic building plans.
• Advanced knowledge of research laboratory or healthcare building construction, design, construction contract administration and California Building Codes, including full understanding of industry practices.
• Advanced skills and technological knowledge in areas of architecture, construction, MEPF, Lean Construction and/or Project Delivery.

• Demonstrated skills in problem recognition / avoidance / resolution.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• Eight (8)years of experience in managing all phases of capital projects; or an equivalent combination of education and experience.
• Advanced knowledge of federal, state and local laws, and regulations governing planning, building design and construction, including but not limited to, JCAHO, OSHPD, NFPA, Title 24, American with disibilities Act, and CDPH requirements.
• Advanced understanding and knowledge of architectural and construction industry theory and practice. Ability to assess technical design documents, construction contracts, and related records.
• Advanced project management skills to effectively manage highly complex, multiphase projects or specialized critical project components within an occupied academic medical center.
• Advanced financial skills to prepare, monitor and manage detailed project budgets, evaluate cost estimates, and review payment requests.
• Advanced skill in advising and consulting with senior leaders, interdisciplinary stakeholders, design professionals and construction contractors.
• Advanced skill managing contractors ensuring compliance with work scope and budget.
• Advanced skill in building, maintaining and nurturing strong professional relationships.
• Advanced Microsoft Office and project manager software skills. Working knowledge of CAD drawing programs and architectural design application programs.
• Advanced project management skills to effectively manage highly complex projects, or highly specialized and critical project component
• Advanced communication skills on a one-to-one basis or in a group setting with project team, leaders, stakeholders, contractors and consultants. Demonstrated ability to present executive summaries to diverse Leadership groups.

Preferred Qualifications:

• Five (5) years in specialized training such as mechanical, electrical and/or construction management.
• University, Research Laboratory /or Medical Center experience
• Experience leading multi-discipline project groups on small and medium complex research laboratory or healthcare projects or programs
• Experience in lean business process improvement
• Experience Using Primavera Unifier and P6 Scheduling Software
• Advanced knowledge of the organization, including its infrastructure, rules, regulations, policies and short and long range strategic building plans.
• Advanced knowledge of research laboratory or healthcare building construction, design, construction contract administration and California Building Codes, including full understanding of industry practices.
• Advanced skills and technological knowledge in areas of architecture, construction, MEPF, Lean Construction and/or Project Delivery.

• Demonstrated skills in problem recognition / avoidance / resolution.