Project Manager

NOTE TO APPLICANT: Some positions require a resume, cover letter and/or other documents to be submitted with your application. Please submit these as one attachment in the My Experience section of the application under the "resume/CV" upload section. Once you submit your application, you will not be able to attach additional documents. Job Posting Title: Project Manager Job Description: Title of Job: Project Manager POSITION SUMMARY: The Project Manager will lead and provide oversight for projects that include construction, alterations and renovations. They work under the guidance and supervision of the Assistant Vice President for Facilities and Maintenance and collaborate with key Facilities team members to ensure that project and program goals are met within the prescribed time frames and budgets. Responsibilities are varied and may involve preparing solicitations and selecting professional design staff; coordinating the activities of clients, contractors, inspectors, movers, vendors and others associated with the project; monitoring and verifying project progress, cost and quality; resolving problems that arise during the project; working with city, state and federal agencies and officials to ensure compliance and safety; and communicating with project stakeholders regarding program, budget, schedule and construction impact. DUTIES AND RESPONSIBILITIES: Projects: Coordinate construction and renovation of projects as assigned by Assistant Vice President for Facilities and Maintenance. Solicit bids, evaluate proposal submissions and make recommendations for contractor and/or vendor selection. Oversee all phases of projects from concept through design and construction until completion of the warranty period. Coordinate with the appropriate facilities staff on all assigned Work Requests including but not limited to cost, scheduling and the addition or replacement of equipment in the work order system. Maintain as built documents and Owner’s and Maintenance Manuals electronically. Coordinate all projects with Maintenance, Grounds, Custodial and Administrative team as necessary. Make regular inspections of construction projects and workmanship to assess progress against project goals and schedules, assess conditions and ensure compliance with applicable laws and regulations, take appropriate action and follow through when warranted, and ensure work is completed to the client’s satisfaction. Ensure all project activities conform to the campus master plan and college standards to maintain consistency within the College facilities. Participate in the identification and selection of contractors, consultants, architects, engineers, and vendors. Prepare and distribute Requests for Qualifications and Requests for Proposals to architects, construction managers, contractors, and other professionals as part of the process for hiring professional services. Administer and review contracts/agreements in preparation for execution by others. Prepare and review estimates and schedules for all projects including value analysis and potential work around schedules to correct/address adverse trends. Assist the Assistant Vice President for Facilities and Maintenance in preparing for department meetings, trustee meetings, and other campus meetings. Ensure contractual obligations are met and appropriate construction safety plans are in place. Ensure commissioning, punch list and project turnover completed to the satisfaction of the Assistant Vice President for Facilities and Maintenance and project stakeholders. Assist the AVP for F&M to prepare and present materials to PPCPC of the Board of Trustees. Secure from the subcontractor required guarantees, warranties, bonds, waivers, all keys, manuals, record drawings, maintenance stocks and originals of all other contract papers and correspondence. Transfer all as-built documents. Prepare, verify, and coordinate the turnover of files at the completion of each subcontract and assist in the transfer of all file materials. Maintain receipt control, indexing, distribution, retention and retrieval of all project documents including correspondence, drawings, specifications, submittals, RFI's, and change requests. Secure required guarantees, warranties, bonds, waivers, all keys, manuals, record drawings, maintenance stocks and originals of all other contract papers and correspondence from the vendors. Identify routing and final disposition of all project documents - incoming and outgoing. Create and maintain an organized electronic filing system to ensure applicable documentation is readily available and accessible. Meet with campus stakeholders to understand project objectives and ensure stakeholder needs are fully captured, documented, and incorporated into project planning and execution. Safety and Work Habits Maintain an acceptable attendance record, punctuality and meeting deadlines. Follow College policies, procedures and best practices. Maintain a functional awareness of the typical hazards of the workplace as well as the special hazards that may be encountered at HMC such as biohazards, radiation, chemicals, etc. Follow established procedures for dealing with such potential hazards. Promptly reports accidents on the job, preparing and submitting accident reports. Participate in safety, emergency preparedness and emergency response training and exercises. Other Tasks Assist with other special projects, initiatives, and other duties as assigned. The Project Manager may be asked to assist the Plant Engineer and Director of Maintenance with supervising and providing technical direction to the plant operations team and associated partners and contractors as needed. Interact and develop effective working partnerships with other departments and team members to attain department goals, objectives and enhance services. Respond independently to inquiries requiring knowledge of systems, policies, procedures and guidelines. REQUIRED QUALIFICATIONS Education and Experience: Education: Bachelor’s degree in engineering, construction or project management, or equivalent practical construction or facilities experience. Experience: A minimum of three years of relevant industry experience in construction management, building project management, facilities management (e.g. managing renovation projects, space utilization and new construction). Licenses/Certifications: Possess and maintain a valid driver’s license and an acceptable driving record to the College’s automobile insurance carrier. Possess and Maintain OSHA 30-hour Construction card. The College may support attaining an OSHA 30-hour Construction Card. Knowledge, Skills, and Abilities: Knowledge of California building codes; standards of design and commercial construction; and basic construction techniques and materials. Knowledge of environmental and sustainability practices; and leadership in energy and environmental design (LEED) green building rating system. Knowledge of WELL building standard and certification. Knowledge of Living Building Challenge standard and certification. Knowledge of principles of engineering and architectural design and project management; and cost estimating and construction scheduling. Knowledge of various construction, mechanical and electrical system trades which provides the ability to determine acceptable and unacceptable products. Ability to read, understand and interpret technical schematics, architectural blueprints, plans and specifications and technical materials; ability to explain complex planning, design, construction, repair and installation concepts and solutions in a clear and concise manner to small and large groups. Ability to converse technically with engineers and architects regarding campus utility systems for electricity, natural gas, water, sewer, network cabling, and the maintenance, operation, design, and construction of the various building types which occur on a residential college or similar environment. Ability to assess equipment and system problems, conduct appropriate research, draw correct/accurate conclusions and recommend or take action to resolve problems in a safe, timely, and correct manner. Ability to prioritize and organize people and activities; ability to understand how to separate and combine tasks into efficient workflows; ability to capitalize on opportunities for synergy and integration; adept at simplifying complex processes and accomplish goals with limited resources; ability to exhibit attention to detail; demonstrated organizational, time management, and multi-tasking skills and ability to meet deadlines in a busy, high-paced environment. Ability to prioritize and manage multiple projects, meet deadlines and schedules, organize work, focus on critical needs, and develop action plans throughout various stages. Ability to communicate clearly and concisely orally and in writing; use of proper formats, grammar, and punctuation, and other writing standards; ability to apply various methods of graphic presentation and construction documentation; ability to prepare coherent presentations and write reports, memoranda, and other correspondence/documents; and strong presentation skills. Strong interpersonal skills that include tact, diplomacy and the flexibility to work with the College’s various constituencies. Ability to act with a high degree of personal and professional integrity, adapt to the climate and culture of the campus and become familiar with procedures, policies, and processes as well as understand the reasoning behind them. Ability to exercise a high degree of accurate and independent judgment, tact and discretion. Strong analytic, problem solving, critical thinking and research skills. Ability to analyze and interpret data and reports of varying complexity using a variety of software applications. Ability to work with a broad and diverse campus community and foster a collaborative team environment; build and maintain effective relations with the College’s various constituencies. Knowledge of office management methods, procedures and techniques that includes principles of budgetary planning and management. Proficiency and skills in a variety of computer programs including Word and Excel with the ability to use spreadsheet programs with a high degree of accuracy; proficiency with Internet based systems and the ability to learn and use new technology and software. Ability to work effectively in a service-oriented environment subject to frequently changing priorities. Ability to observe and practice safe working habits and maintain safety and security of buildings and systems. Ability to work in laboratories where animal bodies or parts thereof may be exposed to the worker. Remote Work Eligibility: Category A: All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the supervisor and area Vice President, this position is classified as Category A as defined in the College’s Remote Work Policy, with occasional ad-hoc remote work flexibility. Your position is essential to on-campus operations and requires you to work exclusively on campus Your standard working hours will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs, All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member, and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position. Physical Requirements: While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours: The regular hours are 8:00 a.m. to 5:00 p.m., Monday – Friday. This position requires some evening and weekend hours. Occasional local and regional travel may be required to meet with various vendors, attend conferences, and other off-site meetings as needed. Hours may vary due to the needs of the department or College. Classification: This is an exempt/salary position. This position is classified as full-time, 12-months year-round, and benefits-eligible position. Salary: $90,000 - $100,000 Reports To: This position reports directly to the Assistant Vice President for Facilities and Maintenance. Additional Information: This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act. Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law. Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law. Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified. Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which is comprised of five undergraduate colleges and two graduate institutions. According to students, professors and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.” Visit the FAQs page for information about the staff application process.