Project Manager 2
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

Working with a high degree of independence and under general direction, manage large assigned design and construction projects; support the goals and objectives of the Office of Planning, Design and Construction and the mission of the Case Western Reserve University. Serve as the project liaison from inception to closeout. Responsible for defining project scope, budget, schedule, and management of the contract documents. Projects primarily involve a scope which focuses on electrical, mechanical, HVAC, plumbing, telecommunications, fire alarm and security systems. Of secondary, but not less significant, are architectural details, finishes, furniture, fixture, and equipment installation.

ESSENTIAL FUNCTIONS

  • Develop the scope, assist in the planning, manage the design, and administer the construction process for multiple projects complete simultaneously each ranging in size from $25,000 to $100 million.
  • Develop preliminary and final schedules, milestones, and budgets in collaboration with university departments. Solicit the assistance of appropriate cost estimators or contractors, to determine appropriate budgets for projects.
  • Provide recommendations and assist in the selection of the design professional(s), communicate project scope, design intent and budget, negotiate fees, oversee the design, assure appropriate review of the design by appropriate university departments, assure the development of appropriate bidding documents, and manage the bidding process. Coordinate contract execution with the director and Office of Business and Finance. Provide solutions to questions posed by the design professionals, or acquire the information from others on campus as appropriate and resolve any issues that may arise during design. See that appropriate minutes of meetings are kept and communicate, in writing, with the design professional as appropriate.
  • Authorize all expenditures to design professionals in accordance with university policies and
    procedures and agreements (contracts); maintain project records; monitor the project schedule, budget and cash flow. If discrepancies arise, determine their legitimacy and whether or not alternative less expensive measures exist, discuss with appropriate design professional on the project, notify director with potential corrective measures.
  • For projects designed by others, review drawings and specifications prepared by architects and engineers to become familiar with the project and to assure compliance with university standards.
  • Facilitate pre-bid presentations, walk-thrus, and planning meetings in coordination with the design professionals and all prospective bidders. Answer contractor questions, or seek answers to questions with appropriate individuals, and communicate these answers in writing. Seek competitive pricing and price reasonableness for all services.
  • Receive and evaluate bids in conjunction with the director. Coordinate contract execution with the director and office of Business and Finance. Communicate status of project award to bidders as appropriate.
  • Identify, specify, bid, develop and issue purchase orders for all materials, labor and services to be directly purchased by the office of Planning, Design and Construction. Coordinate the delivery of these items with the project schedule and the contractor(s) working on the project.
  • Ensure that the project requirements (applicable local, state and federal codes as well as other constraints imposed by funding agencies) are met.
  • Facilitate early project document review by related departments prior and during construction as required to ensure compliance with university standards and safety requirements.
  • Responsible for ongoing progress and status reports, both financial and narrative reports for management.
  • Administer the terms and conditions of all design, construction, and other related project contractual agreements. Communicate and coordinate all legal issues with the director and when required the CWRU legal counsel.
  • Oversee the construction process for multiple projects to confirm compliance with contract documents, university requirements, and construction schedules, the maintenance of a safe work site. Coordinate activities with adjacent areas and organizations, and to minimize disruptions to university operations.
  • Regularly inspect each construction site on campus (frequency ranges from twice per week to several times a day depending on project’s complexity, schedule, amount of coordination for shutdowns and level of problems) to assess contractor’s compliance with contract documents, work place safety, adherence to project schedules, quality of the work, and to understand and resolve problems.
  • Verify the existence of a written and when required site specific contractor safety program. Coordinate with the university’s Environmental Health and Safety department and with appropriate outside agencies to coordinate preconstruction surveys or respond when unforeseen hazardous materials are discovered on a construction site. Arrange for and coordinate the investigation and removal of hazardous materials and see that work resumes in as timely a manner. Ensure safety for university employees, students, and visitors.
  • As the university’s representative, participate in project job meetings with contractors and design professionals to monitor progress of the work, coordinate resolutions to problems that arise; maintain records of all meetings. Ensure that all problems and significant project events are recorded and that written resolutions are communicated appropriately. Issue written and verbal communication to all appropriate parties (both internal and external) on critical project matters.
  • As changes to the work become necessary including changes in scope, schedule or budget, identify impact and communicate all relevant information to the director, end users, affected parties, Facilities Services and appropriate departments, and members of the design and construction teams.
  • Coordinate utility shutdowns and other construction project disruptions of university services with Facilities Services and appropriate departments. This will require research and communication within the campus community to anticipate user needs and planned disruptions of ongoing operations.
  • Participate as a member of the Planning, Design and Construction team to enhance services to the university community and support existing operations and critical facilities. To that end, participate in meetings as required with facility managers, planning committees, deans, directors and finance of the various schools, departments, and programs.
  • Determine which projects require a commissioning agent and when hired communicate and coordinate system testing, follow-up on deficiencies, and corrections. Observe the building system tests or specific tests on component elements. Arrange for the participation of other campus staff as appropriate including facilities and/or facility managers, and end users.
  • Accompany architects, engineers and any review agencies including insurance, local government officials and inspectors during construction site inspections. Work with the project design team and contractor to resolve any issues.
  • Review and approve all Applications for Payment and invoices. Verification of the Application for Payment shall be reviewed in comparison to the contract documents. Ensure cost charged to the university is fair and reasonable. Assure all work billed has been completed. Verify that materials have been delivered to the university and installed as part of the Work. Ensure applications for payment have been reviewed by the design professional in a timely manner. Prepare both financial and narrative reports as required by the director. Verify all lien releases and any other required supporting documents have been received.
  • Manage procurement including project requisitions. Verify receipt of services by professionals and goods procured on behalf of the university and the project. For material purchases verify shipping, receipt and inventory of material and equipment.
  • Facilitate a smooth transition from design, to construction to final occupancy. Acquire from contractors and coordinate the transfer of all closeout documentation (including but not limited to, warranties, shop drawings, submittals, and as-built drawings) to appropriate departments. Verify that the university has received all deliverables identified in the contract.
  • Ensure that during the project and at completion user department(s), including Facilities Services, Environmental Health and Safety, ITS, and Campus Services departments are familiar with the work so that they may be able to use and maintain the project.
  • Should post-construction problems arise, identify issues, and discuss appropriate corrective measures with the appropriate design professional and contractor(s). Report issues with cost or time implications to the director.
  • Assist Facilities Services and Campus Services departments with projects that are jointly managed by two departments.
  • Participate in short-term and intermediate strategic and facility planning of minor and major construction projects on campus or CWRU owned properties.


  • NONESSENTIAL FUNCTIONS

  • Assist the Facilities Services team in identifying equipment and facility needs through building inspection.
  • Assist the Services team with the design and bidding documents for the replacement or upgrade of major component parts and systems within the university’s physical plant.
  • Perform other duties as assigned.


  • CONTACTS

    Department: Continuous contact with the director to discuss the status of construction projects. Continuous contact with the department’s administrative assistant coordinating meeting, phone contacts, project requisitions and work issues. Frequent contact with PDC department project managers. Frequent contact with the Office of Business and Finance to coordinate contract development and other project related issues. Frequent contact with Facilities Services to coordinate project related issues. Occasional contact with the AVP & VP, Campus Planning and Facilities Management

    University: Frequent contact facilities management within schools and admin and budgets within schools. Frequent contact with ITS, Campus Services, Environmental Health and Safety, Security, Housing, School and department personnel to review project documents, to coordinate work in progress, utility shut-downs, and provide required warranties, shop drawings, submittals, as-built drawings and other project documents at the completion of a project. Occasional contact with deans and faculty within Schools.

    External: Continuous contact with architects, engineers, and contractors to assure that projects are managed properly, within budget and on schedule, and to resolve project issues. Frequent contact with authorities having jurisdiction (Fire Prevention, City Building inspectors, Insurance representatives, etc.) and see that any deficiencies noted are corrected by the appropriate parties. Coordinate construction projects with external entities, e.g., surrounding institutions and their activities. Moderate contact (as required by the project) with the director, or engineers with the Medical Center Co. to coordinate work. Moderate contact with the local regulating authority (primarily the City of Cleveland) to oversee the timely submission of plans and specifications prior to commencement of projects. Moderate contact with CWRU’s insurance company to coordinate the timely submission of plans and specifications to meet their requirements.

    Students: Infrequent contact with students or student groups to discuss project activity, coordinate work with student activities or to resolve problems.

    SUPERVISORY RESPONSIBILITY

    Supervision of contracted parties: vendors, contractors, professional engineers, architects, construction managers, commissioning agents, safety directors, inspectors, testing agencies, and certifying agencies.

    QUALIFICATIONS

    Experience: 10 years of experience managing construction and familiarity with the complete project cycle. Project Management experience must be for projects $25,000 to $100 million total project cost at a minimum.

    Education/Licensing: Minimum of a Bachelor's degree. The following are preferred disciplines: architecture, construction management, engineering, mechanical, electrical, civil or similar discipline. Additional certifications, training, seminars and coursework in construction practices, building codes, contract law, safety, the Americans with Disabilities Act, project scheduling, cost estimating, licenses and the like. Leadership in Entergy and Environmental Design (LEED) certification or current pursuit of LEED certification preferred.

    REQUIRED SKILLS

  • Knowledgeable of applicable local, state and federal codes as well as other constraints imposed by funding agencies.
  • Knowledgeable of various construction delivery methods and contracting terms Design-Bid-Build, CM@Risk, program management, design-build, stipulated lump sum, guaranteed maximum price and phased, fast-track delivery. Also familiar with the construction practices of each method.
  • Preference for laboratory experience, specialized healthcare construction, utilities, and commercial construction experience.
  • Excellent verbal, written and interpersonal communication skills
  • Time management and prioritization of tasks.
  • Presentation skills, professionalism, and organization of data.
  • Strong ability to resolve conflict.
  • Knowledge of accounting, construction accounting, budgeting, cash flow, and projections.
  • Proficient with Excel, Microsoft Office, critical path-method scheduling, project management software, and Outlook and Google email software. Enhanced computer skills preferred.
  • Ability to manage multiple projects and disciplines simultaneously essential.
  • Strong ability to work with minimal supervision.
  • Ability to work with and maintain confidential information.
  • Working knowledge project planning, preconstruction, project development, design and construction process and construction contracts; ability to read and understand blueprints and technical specifications; familiarity with building codes and other governmental regulations (i.e., OSHA, ADA, the Davis Bacon Act).
  • Knowledge of building systems and operations including, but not limited to HVAC, building controls, electrical, plumbing, fire protection, security, and communication systems.
  • Strategic planning and an analytical and business analysis; able to proactively review cost, schedule, and quality consideration and make decisions to provide the best value to the university. Proactive solution oriented thinking to address technical problems.


  • WORKING CONDITIONS

    This position makes regular visits to project construction sites during all phases of construction, both indoors and outside, in all types of weather conditions. Conditions on the project site may be hazardous; wearing a hard hat and/or protective clothing may be required. Exposure to loud noise, dust, fumes, and projectiles from some construction operations is common. The position requires walking, standing, bending, and climbing. Extended and/or variable working hours may be required. Office work via telephone and computer is also required. This position may be required to travel as required to investigate methods, materials, and equipment for projects. Most of these firms are located in Cleveland, but several are located outside this area of the country. This position must be available to respond to emergency calls and respond to project related issues.

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    Diversity Statement

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

    Reasonable Accommodations

    Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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