Assistant Director, Project Controls and Resource Management

Washington, DC

Posted: 3/31/20
Deadline: 5/30/20
Reference Number: 2020-8890

About This Organization

The Catholic University of America

Founded in 1887, The Catholic University of America is a national research university with 12 schools and more than 120 undergraduate and graduate programs. The campus is nestled on 176 green acres just three miles from the U.S. Capitol and is easily accessible by Metro. The city’s museums, monuments, theaters, restaurants, and parks become an extension of the classroom. Catholic University welcomes students from around the globe to study with world-class faculty at the forefront of their fields.

Facilities Maintenance and Operations
Based on the principles of Integrity, Humility and Grace, Facilities Maintenance and Operations strives to provide high quality, integrated services to enable the University to operate at the higher levels of excellence and efficiency.

Job Duties

The Assistant Director for Project Controls and Resource Management, reporting to the Senior Director of Capital Project Management, works in close collaboration with university leadership, faculty, and staff as a steward of the institution, advancing the quality and functionality of the physical environment and resources that comprise The Catholic University of America campus. He/she represents the University in the development and execution of capital projects ranging in size from tens of thousands to tens of millions of dollars, and including infrastructure, landscape, and building renovation and new construction spanning of a wide range of facility types: housing, academic, research, dining, instructional, athletic, office and social gathering spaces. The Assistant Director is responsible for multiple projects, managing program, scope, quality, budget, and schedules for approved and funded projects as they move from pre-design through detailed design, construction, commissioning, project close-out and occupancy. He/she may develop program, budget, design, and construction documents for small renovation and remodeling projects. He/she reviews, oversees, and directs the work of CPM staff, external consultants, engineering and design firms, construction contractors, and other technical experts in executing the University’s capital program.

The Assistant Director must be highly experienced in construction contract documentation, estimating and scheduling, construction means and methods, able to operate successfully within a wide range of project delivery structures, and skillful in maintaining cooperation and quality among competing interests of contractors, municipal governing entities, environmental agencies, and University constituents. He/she must be a successful problem-solver, able to represent the best interests of the University in a fast-paced period of capital investment and renewal, working closely with others in the Department, within the FPM Division and across campus to ensure quality results. The Assistant Director must be an excellent communicator and able to coordinate design and construction resources and activities with both University and external stakeholders ensuring that projects are completed within established budgets and timeframes, and achieving standards of the highest quality.

Capital Project Management and Strategic Decision-Making:
Plans and oversees project controls (cost, schedule, quality) and staff resources for capital projects on campus, ranging in size from simple interior renovations to more complex major building systems renewals, reconfigurations, and new construction of buildings and landscapes.

Serves as advisor and consultant to the Senior Director, Capital Project Management and Associate Vice President for Facilities Planning and Management and to the University administration in matters relating to cost estimating, construction management and project controls.

Provides leadership and oversight to the University’s design and construction program to ensure projects are completed consistent with institutional, stakeholder and client needs. Develops and maintains systems, processes and procedures that lead to consistent and desirable project results. Plans and organizes strategic initiatives and long-range programs leading to effective stewardship of buildings and facilities.

Defines and manages assigned project scope, program, quality, budget and schedule, overseeing accurate development of contract documents, and establishing and maintaining project records. Prepares and maintains project progress and status reports, financial and narrative reports including detailed project descriptions, work scopes, and significant decisions/justifications.

Participates in the annual development of the University’s Capital Plan by recommending and prioritizing capital needs and meeting with stakeholders. Assesses the capital plan for opportunities to achieve cost, schedule, and/or operational efficiencies by combining capital projects or other initiatives.

Ensures that project definition includes measures to correct code deficiencies, enhance accessibility, improve energy efficiency/sustainability, and protect, preserve, restore and/or rehabilitate historic architectural and campus resources.

Capital Project Construction Contract Administration and Supervision:
Functions at times as an authorized University representative in coordinating, supervising and directing construction contractors in order to maintain capital project scope, schedule, budget, and program. Supervises staff managing capital projects through planning, feasibility study, design, construction, warranty and occupancy phases.

Oversees staff managing the bid, award, design, construction, commissioning, and close-out phases of multiple simultaneous capital projects as identified in the University’s Capital Budget and in alignment with the Campus Master Plan and Framework Plan. Assists in establishing contract language for consultant agreements, oversees the development of appropriate design and bidding documents, and the bidding and permitting process and construction for projects managed by subordinate staff.

Leads the drafting of construction RFPs and manages the process in conjunction with the Office of Procurement and Payment Services. Assists in the selection of design teams and construction contractors through evaluating proposals and interviewing competing project teams. Coordinates with the Office of Procurement and Payment Services in issuing RFPs, conducting pre-bid meetings and reviewing proposals. Participates in pre-bid presentations with prospective bidders. Insures timely, written responses to RFIs are prepared by design professionals and distributed to prospective bidders. Receives and evaluates bids in conjunction with the procurement official. Reviews and approves Applications for Payment and invoices. Prepares financial and/or narrative reports as may be required.

Assists in the drafting of Construction and other consultant contracts in accordance with established procedures. Coordinates with the Office of General Counsel and the Office of Procurement and Payment Services.

Project Execution, Review, and Documentation:
Oversees and manages all construction budgets; confirms availability of funds, maintains expenditures within approved budgets, certifies satisfactory and timely completion of work performed under contract; determines that expenditures are within the approved scope and design of each project.

When necessary, attends job meetings with consultants and contractors to monitor Project progress, coordinate solutions to problems that arise, and maintains written records of all meetings and resolutions. Monitors the design and construction progress for multiple projects to confirm compliance with contract documents, University requirements, schedules, and policies, and the Contractor’s construction schedule.

Regularly inspects project job sites to assess Contractor’s compliance with contract documents, adherence to project budget, schedules, quality of work, and to understand and resolve problems. Verifies the existence of and weekly implementation of Contractor’s Safety Program.

Reviews drawings, specifications and work in place to assure compliance with applicable codes and University standards. Assures timely review of all work by appropriate University administrators and stakeholders.

Monitors project process and results for compliance with standards in all areas of construction, including architecture, landscape architecture, interior design, building envelope, site work, electrical, mechanical, plumbing, life safety, security, communications, furniture, fixtures, and equipment installation.

Solicits the assistance of those University departments having responsibility for, and outside agencies having jurisdiction if required, the proper abatement and legal disposal of hazardous materials encountered during construction. Manages the investigation, removal and the legal disposal of hazardous materials, and the resumption of construction activities in a timely manner.

As changes to the Work become necessary, communicates relevant information to affected parties, campus departments as appropriate, and to other members of the project team. Seeks and obtains approval from appropriate University decision-makers for significant scope, schedule and cost deviations. Documents each step of the construction process and decision-making process.

Observes building system tests, commissioning, or special equipment testing, on component elements. Arranges for participation by other campus staff as appropriate. Monitors progress toward the Certificate of Occupancy.

Subject Matter Expertise and Technical Support:
Provides cost estimating services for projects. Assists in establishing standards for cost estimating by consultants for dependable and realistic project budgets.

As part of program and scope development, performs field inspections and building audits, assessing condition of facilities, and presenting reasonable solutions and budget estimates to address problems.

Provides technical leadership, advice and guidance on matters related to architectural and engineering design, construction delivery, contract administration, and project budgeting. Supports and provides advice and guidance on avoiding or resolving contractual claims and disputes. Ensure design and construction activities are conducted in a manner that avoids or minimizes disruptions to normal campus operations.

Provides technical support to Facilities Maintenance and Operations department in areas of design and construction within current facilities.

When required, generates and reviews design drawings, specifications, contracts, budgets, schedules, and related documents for small projects ranging in size from $10,000 to $1 million. Coordinates multiple disciplines and input from subject matter experts.

Communication, Collaboration and Customer Service:
Works closely with University staff as appropriate, including all FPM departments, Office of General Counsel, Department of Public Safety, Disability Support Services, Office of Procurement and Payment Services, and other offices as needed to ensure compliance with university standards and systems.

Manages stakeholders. Engages appropriate University constituents effectively in development of project goals, vision and program requirements, assuring timely communication and review of projects by appropriate administrators, departments and end-users.

Coordinates with other departments within the FPM Division on all design and subsequent construction activities and schedules. Works closely with FPM staff to establish appropriate expectations by communicating clearly and accurately.

Assists in the preparation and/or review of internal and external communications regarding capital projects, planning/design initiatives and construction activities. Clears all official communications through appropriate parties.

Coordinates with District of Columbia (DCRA) for permitting and with other DC zoning and authorities having jurisdiction. Assists in the preparation and presentation of project information at local ANC/community meetings, zoning and other public review hearings.

Builds effective relationships and practices with design and construction business partners to accomplish institutional project goals. Develops creative and innovative methods for improved project delivery, ensuring optimal value for capital investments. Implements policies and practices to ensure designer and contractor compliance with contract documents. Seek solutions to establish acceptable standards of accountability for designers, contractors and vendors engaged in CUA projects. Establishes high standards of professionalism and accountability for designers, contractors and vendors engaged in CUA projects to ensure cooperation and quality outcomes.

Organizational Effectiveness, Professional Development, and Leadership:
Develops and maintains a historical database of capital project budgeted and actual costs for use in benchmarking and forecasting.

Leads organizational efforts to improve workplace safety.

Ensures that project correspondence, documents and records of decision-making are saved and archived according to University and department standards in the appropriate project drive folders and database systems.

Maintains relevant expertise and credentials through professional training and industry conferences. Advocates design and construction excellence. Maintains working knowledge of current industry software (CADD, BIM) and utilizes project management tools to ensure FPM Division quality standards.

Mentors student interns and junior staff by spending time in review of their work, providing exposure to meaningful client interactions and development of design and engineering documents.

Suggests venues for highlighting the work and accomplishments of the department and FPM Division. Participates in community-building activities.

Maintains appropriate records, submits reports as required; advises the Associate Vice President for Facilities Planning and Management and/or other levels of University administration on the status of all design and construction projects as required.

Develops and maintains strategic initiatives for improving stewardship of campus facilities through close coordination with staff of Planning and Design, Maintenance and Operations, Facilities Services, and Environmental Health and Safety. Works closely with directors, assistant directors and other staff to develop resources (i.e. campus design standards, project plan review process, commissioning, etc.) for guiding capital expenditures.

Provides leadership in directing change and improvement in work methods, practices, and performance standards. Monitors staff performance and customer service standards and budgets. Selects, trains, and evaluates performance of assigned staff.

Required Qualifications

Bachelor’s degree in architecture, engineering and/or facilities management related field. Minimum ten (10) years facilities design/construction project management experience. Estimating experience required. Experience in facilities support. Extensive knowledge of construction means and methods, project delivery methods, contract procurement, contract administration, project scheduling, budget development and oversight, and ability to successfully manage multiple deadlines successfully. Experience working with Authorities Having Jurisdiction in the District of Columbia.

Work experience in a diverse workforce preferred. Previous experience in design and construction of educational, institutional, and/or research facilities a plus.

Interpretation of specifications and plans, preparation of construction estimates is essential to this position. Ability to work in Microsoft Project or similar estimating and project control programs. Ability to work with BIM and CADD systems. Current licensure as a registered architect, professional engineer or possession of a project management credential preferred. LEED (Leadership in Energy and Environmental Design) accreditation preferred.

Required Application Materials

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