Career Center

FACILITY PROJECT MANAGEMENT SPECIALIST(Hybrid)

Location: OaklandFull Time
Job ID: 45609
Job Posting

For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP

UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

University of California, Office of the President (UCOP) manages and oversees all UCOP activities and services related to physical and environmental planning, design and construction, engineering, physical plant maintenance and operations, capital planning and space management, and the associated business services necessary to support the UCOP Oakland Campus, President's residence and other owned, leased or managed UCOP facilities.

POSITION SUMMARY

Under the direction of the Building and Administrative Service Center Facilities Project Manager, the Space Planner is responsible for strategic space and furniture asset management for all UCOP owned, leased and managed facilities, and supports management of major and minor capital projects and working with the BASC Director to provide strategic direction for UCOP real-estate and space activities. Provides consulting services for a wide range of projects including, but not limited to, office interiors, residential and commercial construction, furniture layout, design, inventory management, move/relocation management and implementation plans plus real-estate project analysis and management. Provides oversight for property management vendors under contract to the University. Has responsibility for iSpace space and asset management system and mission critical project management services for related work in Oakland, Riverside, Sacramento, and Washington DC.

Responsibilities

30%

Staff Space Planning and Relocation

Has responsibility for large and small staff relocation projects that involve pre-move, and post-move activities in addition to the actual moves themselves. Manage the staff's needs and expectations in order provide smooth transitions to their new working environments. Coordinate all relevant units and departments in addition to the Work Management staff, building engineers, project managers, movers internal and external, IT staff and security personnel. Communicate clear set of expectations to the clients and all who supports the moves. Work independently to resolve broad range of problems associated with relocation projects including scheduling conflict with clients or vendors. Evaluate space request, research, and propose appropriate action along with recommendations of options. As a member of Building and Administrative Services (BASC) unit responsible for participating in and meeting overall organizational goal. Assist Director and other team member in strategic space short term and long term planning.

25%

Project Management

Space Manager is responsible for all aspects of space and asset management for UCOP including meeting with clients to help define both project scope and program. Participates in hiring architectural, engineering and consultant firms to develop project requirement definitions, design criteria, and preparing layouts and detail drawings; provides leadership expertise, direction and management of the engineers, architects and other consultants. Prepares cost estimates, and establishes project schedule and budget and reviews with clients; establishes milestones and monitors adherence to master plans, budgets and schedules. Acts as liaison among project participants and resolves problems or conflicts, including recommending range of solutions to disputed issues or contractor claims. Prepare reporting of project status as required by UC policy, regulatory agencies, including budget and schedule; may include monthly written analysis of projects. Presents to management, project status including but not limited to timelines, issues, risks and communication plans. Responsible for planning, coordinating, and executing relocation, furniture, inventory and space management system for UCOP sites in Oakland. Collaborate and negotiate with UCOP departments on project goals and/or scope, deadlines, customer service expectations and cost. Provide project planning that includes but not limited to project plan with milestones, scope statement, cost, risk and possible options with recommendations to the daily and project moves. Review floor plans and determine allocation of space to tenants and common space. Provide status updates on all daily and projects moves on a weekly and if needed daily basis.

20%

Space Management, Reporting and Metrics

Has responsibility for Facility-link (iSpace) space and asset management system which involves inputting/updating and archiving space assignment data, project close out documents, facilities operational management tools, managing the iSpace vendor and other departments' users. Collaborating with the Financial, Building, and Asset managers along with assisting the director and deputy in projects. Create and maintain facility asset management report for all UCOP facilities. Collaborate with Budget and Capital Resources Real-estate staff on lease agreements, renewals, options, termination and evaluation. Provide occupancy analyses for all assets and recommendations for implementation and escalate any issues or forecasting issues to the director. Monitor and recommend controls for areas of Risk in the UCOP portfolio and in physical spaces. Responsible for storage and space reports including utilization, iCamp reporting and FDS reporting.

15%

Vendor Management

Responsible for managing vendors including, oversight, work assignment and monitor work for completion and customer satisfaction, escalating and resolving issues. Manage and coordinate all UCOP furniture projects. .Participate in selection and evaluation of contract vendors for property management activities at all UCOP leased and owned facilities. Provide direction and coordinate activities of third party property management and leasing agents and oversight of business plans, budgets, leases, analysis, and compliance with laws and regulations.

10%

Other duties as assigned,

Including, but not limited to, organizational, departmental and administrative activities not directly relating to projects, including serving on committees representing the department or unit.

Required Qualifications

• Excellent written, verbal, and interpersonal communication skills, including highly effective negotiation skills and highly developed political acumen.
• Advanced knowledge of space planning, building and construction, design, construction contract administration and California Building Codes, including advanced understanding of industry practices, or deep expertise in a highly specialized and critical discipline.
• Advanced project management skills to effectively manage highly complex projects, or highly specialized and critical project component.
• Advanced analytical, organizational and problem recognition / avoidance / resolution skills.
• Advanced ability to manage contractors and vendors and maintain compliance to the agreed-upon scope of work and budget.
• Advanced skills in use of computer aided graphic software such as AutoCad, Revit, Photoshop, MS Excel, MS Word, SmartSheet, MS Project, etc.

Preferred Qualifications

• Strong knowledge of furniture industry.
• UC experience preferred, knowledge of the UC organization, including its infrastructure, rules, regulations, policies and plans.

Education

• Bachelor's degree in related area or equivalent experience
• A minimum of 5 years of experience in the field of space and asset management and/or project management is required and/or equivalent experience.

License/Certifications

• Relevant licenses and certifications are helpful.

Special Conditions

• Requires travelling within California.

SALARY AND BENEFITS

Salary: The recommended hiring range is $112,000.00 to $131,100.00. Commensurate with Experience.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is December 9, 2022. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy

EEO STATEMENT

The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy

The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: [email protected].



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=45609&PostingSeq=1







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