Sr. Project Manager

Job Description

Under the general direction of the Associate Director, Health Design and Construction Sr. Project Manager (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 PM organizes, plans, and controls the design and construction efforts on projects ranging from $50,000 - $70,000,000. 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 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. PM provides support to the annual Capital Budget development process. Project managers may be responsible for coordinating the activities of HD&C 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.


PM leads developmental stage of capital projects to assure that project scope, schedule, and phasing are adequately defined. Use Health D&C project benchmarks and/or work with the design professionals to create the preliminary project budget and schedule.


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.


PM coordinates the efforts of the Inspector of Record, state agencies (e.g., OSHPD), 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.

PM coordinates all project relocations, furniture, equipment and IT scopes of work, which may be supported by other internal HD&C resources. 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 HD&C 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. 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 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 $900 million; and oversight and responsibility for > $13.3 billion long-range capital development.

Responsibilities

• Manage multiple healthcare capital projects from concept through project closeout.
• Develop and manage project scope, budgets, schedules, funding strategies, procurement, construction management, commissioning, activation, and closeout.
• Lead project teams consisting of project staff, consultants, architects, engineers, contractors, and stakeholders.
• Develop project plans, analyses, studies, quality reviews, proposals, and contracts.
• Manage project risks, resolve project issues, and implement effective solutions.
• Coordinate facilities improvement projects for owned and leased properties.
• Develop project criteria, performance specifications, and ensure compliance with building codes and regulatory requirements.
• Prepare conceptual cost estimates, establish project budgets, and maintain financial controls.
• Develop and maintain project schedules, monthly cash flow projections, and project reporting.
• Review and approve invoices, payment applications, consultant contracts, and construction contracts.
• Hire and manage architectural and engineering consultants.
• Perform code analysis and coordinate with HCAI and other regulatory agencies.
• Manage project approvals, permitting, and regulatory compliance.
• Create and maintain projects within project management software, including budget, schedule, and status reporting.
• Generate monthly financial, progress, risk mitigation, and exception reports.
• Coordinate with Facilities Management, Information Technology, Environmental Health & Safety, Regulatory, project clients, and other UCSF stakeholders.
• Coordinate project relocations, furniture, fixtures and equipment (FF&E), equipment installation, and IT implementation.
• Research, analyze, and make recommendations regarding engineering, technical, and facilities issues.
• Manage consultant studies, insurance claim support, and long-range capital planning activities.
• Lead implementation of Integrated Project Delivery processes and continuous improvement initiatives.
• Participate in departmental committees, Kaizen events, business process improvement initiatives, and organizational leadership activities.
• Maintain strong relationships with clients, consultants, contractors, affiliate representatives, and UCSF leadership.
• Work onsite at UCSF Health locations throughout San Francisco a minimum of four days per week, with additional onsite presence as project activities require.

Qualifications

Required Qualifications:

• Minimum of five years of experience managing construction or renovation projects, preferably in a hospital, research laboratory, or clinical environment.
• Bachelor's degree in Architecture, Engineering, Construction Management, Planning, or a related field and five or more years of experience managing all phases of capital projects; or an equivalent combination of education and experience.
• Advanced knowledge of building construction, design, construction contract administration, California Building Codes, and industry practices.
• Advanced project management skills with the ability to manage highly complex capital projects.
• Advanced analytical, organizational, and problem-solving skills.
• Advanced written, verbal, and interpersonal communication skills, including negotiation skills.
• Advanced ability to manage contractors and maintain compliance with scope, budget, and schedule.
• Demonstrated ability to manage multiple projects of varying size and complexity simultaneously.
• Experience leading multidisciplinary project teams.
• Strong financial management skills, including budgeting, cost estimating, and payment review.
• Strong Microsoft Office and project management software skills.
• Working knowledge of CAD drawing programs or similar architectural design software.
• Demonstrated ability to build and maintain strong professional relationships.

Preferred Qualifications:

• Professional License in Architecture, Mechanical, Electrical, or Civil Engineering.
• Advanced knowledge of UCSF infrastructure, policies, regulations, and strategic building plans.
• Experience managing projects within occupied academic medical centers or research facilities.
• Knowledge of Title 24, HCAI/OSHPD, the Americans with Disabilities Act, and other applicable building codes.
• Broad knowledge of architecture, construction, MEPF systems, Lean Construction, and Project Delivery.
• Experience with Lean principles and process improvement.
• Experience using Primavera Unifier, P6 Scheduling, Microsoft Project, or similar scheduling software.