Assistant Project Manager

Department
 

BSD FSD - Project Management

About the Department
 

Facilities Services supports the mission of the University of Chicago through efforts to maintain and enhance the University campus and environment and provide superior client service to our community including faculty, students, staff, neighbors, and visitors.

Job Summary
 

The Assistant Project Manager (APM) is an integral member of the BSD Facilities Services office, the APM is a pivotal contributor to our capital project initiatives. Under the guidance of the Executive Director and Assistant Dean and reporting to the Assistant Director of Project Management, this individual undertakes a supportive role in various capital projects, ensuring each project's success from inception to completion. The APM is integral to the successful delivery of projects within our organization and is tasked with assisting and directly contributing to the successful management and execution of capital projects. The APM is selected to champion project activities, focusing on documenting project needs and ensuring effective communication with all stakeholders. A collaborative partner, the APM works hand in hand with Project Managers to help meet and exceed the project's scheduled commitments and financial objectives. This role takes on various responsibilities which are described below.

Responsibilities

Oversight of Project Lifecycle [50%]

• Actively participate in budgets, schedules, design, and construction supervision. Take the lead in delivering smaller projects with full ownership of all project details.   

Involvement in Strengthening Project Objectives [10%]

• Foster collaborative relationships, ensure ongoing communication, and oversee external design and construction entities to maintain project trajectory.

Administrative Coordination and Support [10%]

• Manage and coordinate minor administrative tasks to ensure efficient information flow, including meeting logistics, document preparation, and maintaining tracking systems.

Consultant and Contractor Solicitation [10%]

• Engage in acquiring and assessing proposals for essential project-related services.

Financial and Schedule Monitoring [10%]

• Track and report on the fiscal and schedule performance of all project contractors, consultants, and other vendors.

Communication and Documentation [5%]

• Ensure eBuilder is the primary location of documents and records of all project-related communications with university stakeholders and professional partners.

Support in Design and Construction Quality Control [5%]

• Collaborate with PMs to ensure design excellence, accurate cost estimates, and well-planned construction oversight.

• Project manages the construction process, including overseeing owner's meetings, establishing and reviewing project documentation, overseeing and/or preparing monthly progress reports and managing the project budget (reconciling construction costs estimates; reviewing and negotiating all additional services requests; managing, reviewing and negotiating contractors change order requests; preparing and reviewing itemized breakdowns of additional project costs; reviewing and recommending contractors schedule of values; reviewing and approving contractor pay applications and preparing monthly budget reports).

• Project manages the design and construction of projects that are small or moderate in scope in terms of cost, space and complexity. Projects are of general institutional use and do not require specialized systems, processes, or construction systems. May work under the direction of a senior-level project management specialists on larger, complex projects.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree strongly preferred.

Experience:

• Minimum of two years' experience in project design or construction management is strongly preferred, as well as familiarity with construction documents.

​Preferred Competencies

• Understanding of building design, contracting procedures, and construction practices.

• Experience in drafting construction budgets and schedules is valuable.

• Strong written and verbal communication skills are crucial for developing relationships within the University and with external stakeholders.

• Team collaboration and the ability to work with both internal and external professional, technical, and administrative staff.

• Willingness to learn and take direction is important to the success of the role.

• Candidates must exhibit strong organizational and planning skills and a proactive approach to problem-solving.

• Competence with Microsoft Office Suite, including Excel, PowerPoint, MS Project, is mandatory.

• Proficiency with AutoCAD and e-Builder project management software is beneficial.

• Flexibility to work beyond standard hours as required to meet project deadlines.

Working Conditions

• Mental Demands: Performing multiple tasks concurrently; detail-oriented; performing within deadlines; maintaining confidentiality; managing multiple and various stakeholders.  Ability to manage stressful situations. 

• Physical Demands: Inspecting architectural plans; keyboarding; bending; stooping to reach files; light lifting; standing; some travel may be required; physically entering a construction site (climb a ladder) and visually inspecting work in progress.

Application Documents

• Resume (required)

• Cover Letter (preferred)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Facilities Management

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.