Associate Project Manager

08-Feb-2022

University Administration

56607BR

Job Summary

The Associate Project Manager (APM) is responsible for coordinating and executing projects of varying size and complexity at the Arnold Arboretum of Harvard University. The APM works across multiple departments, assisting team members in all stages of ongoing projects related to public engagement, education, research, communications, and infrastructure. The APM monitors and documents project progress and provide timely communication of its status to team members. Additionally, the APM captures and analyzes all relevant management information while identifying and communicating risks and opportunities. Finally, the APM ensures that the project's strategy, goals, and objectives are clearly stated and that all project deliverables are aligned with these goals and objectives.

A typical project might include but is not limited to:

• Large-scale irrigation installations
• Drainage and stormwater infrastructure projects
• Historic wall restorations
• Shared-use pathway and footbridge installations and restorations
• Entranceway hardscape/horticultural renovations
• Interpretive signage projects
• Wetland and stream restorations
• Exhibit space renovations
• Solar panel installations
• Building envelope improvements and restoration
• Building mechanical, electrical, plumbing, safety, security, and IT systems capital improvements/renovations

Job-Specific Responsibilities

The APM works closely with the Director of Operations and Project Management and the Director of the Arnold Arboretum, anticipating and resolving problems while providing frequent status updates. The APM also works collaboratively with staff from other units of Harvard—including but not limited to Harvard Capital Project, Planning Office, Office of General Counsel, and Environmental and Health Safety—to support projects goals. Additionally, the candidate will work collaboratively with a broad spectrum of external parties, including construction contractors, service vendors, city and state agencies, regulatory teams, and third-party consultants and their sub-consultants.
Job-Specific Responsibilities

• Coordinates and has direct responsibility for multiple projects across several departments. Coordinates with interdepartmental stakeholders and external stakeholders to plan and execute projects.
• Maintains and monitors project contracts, procurement, plans, schedules, work hours, budgets, and expenditures and ensures that project deadlines are met on time.
• Organizes and participates in meetings with project teams and other stakeholders and, where appropriate, distributes minutes to all project team members.
• Plans and executes project-related meetings. Prepares necessary presentation materials for meetings. Documents and follows up on required actions and decisions from meetings.
• Ensures project deadlines are met, and documentation is maintained and archived appropriately for each project.
• Assesses project risks and issues and recommends solutions where applicable.
• Keeps current on trends, compliance issues, regulations, and guidelines and advises appropriate community members accordingly. Ensures that project-related safety and regulatory compliance is met by Arboretum staff and contractors.
• Gathers and maintains data for and assists in preparing reports, often using various computer software.
• Provides administrative support and performs other project tasks as needed.
• May monitor contractors, support staff, students, and temporary employees; trains, schedules, and distribute work to students, temporary employees, and non-overtime-eligible employees.
• Please note that this position is 40 hours per week with one unpaid meal hour each day.

Basic Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role:

• Bachelor’s degree or the equivalent of education and relevant project management experience.
• Intermediate level of word processing, spreadsheets, and/or database experience.
• Ability to manage project schedules, budgets, and documentation.
• Ability to plan, conduct, and document project meetings.

Additional Qualifications and Skills

• Five or more years of related project management experience.
• Ability to work independently with minimal supervision.
• A proactive mindset and a demonstrated ability to solve problems.
• Excellent organizational skills with the ability to prioritize work in an environment with multiple and conflicting interests.
• Excellent verbal, written, and presentation skills.
• Proven project and/or program management and leadership skills.
• Excellent problem-solving skills and the ability to act confidently and decisively.
• Excellent interpersonal and communication skills, able to handle and resolve conflicts effectively.
• Ability to handle complex and confidential information with discretion.
• Experience with public horticulture, research, and non-profit organizations is highly desirable.
• Experience with design, construction management, and landscape construction is desirable.
• Knowledge of GIS, drafting, and project management software is desirable.
• An active class D driver's license and the ability to drive between buildings and sites as needed. If you use your own vehicle, the cost of gas used during work hours will be reimbursed.

Certificates and Licenses

None

Physical Requirements

Must be able to bend, reach, stoop and lift up to 25 lbs. Must be able to constantly traverse indoor, greenhouse, and outdoor areas. Must be able to work in outdoor weather conditions across a 281-acre landscape. Must be able to drive a vehicle (e.g., a golf cart, personal vehicle, or work vehicle) between buildings and work sites.

Working Conditions

This position takes place in indoor, greenhouse, and outdoor conditions.

Additional Information

Vaccination Requirements
Harvard requires COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .  

What Makes the Arboretum Special?
The Arnold Arboretum of Harvard University is the oldest public arboretum in North America and one of the world's leading centers for the study of plants. Founded in 1872 and designed by America's first landscape architect, Frederick Law Olmsted, and the Arboretum's first director, Charles Sprague Sargent, the 281-acre Arboretum is a historic landmark and one of the best-preserved of Olmsted's landscapes. A unique blend of beloved public landscape and respected research institution, the Arboretum provides and supports world-class research, horticulture, and education programs that foster the understanding, appreciation, and preservation of woody plants. Along with a horticultural library and herbarium encompassing some 4.8 million dried plant specimens, the Arboretum comprises one of the largest and best-documented woody plant collections in the world, with over 15,000 living plants. To learn more about the Arnold Arboretum, please visit: www.arboretum.harvard.edu

Job Function

General Administration

Location

USA - MA - Jamaica Plain

Job Code

405012 Admin Professional (N)

Department

Operations and Project Management

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Education, Identity

Schedule

Full time. Monday through Friday. 40 hours per week.

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.