Project Manager, Planning, Design & Constuction - Western Kentucky University

Job Purpose

This position is responsible for managing all phases of capital construction and renovation projects at WKU, ensuring timely completion within defined scope and budgetary constraints. The role involves coordinating with architects, engineers, contractors, code officials, and internal stakeholders to deliver projects that meet institutional standards and align with the university's strategic goals. From planning and design through code review, construction, and closeout, the position ensures projects are executed efficiently and effectively.

Additionally, this role administers and oversees all aspects of building construction and renovation, ensuring compliance with safety and quality standards while fostering collaboration with other university departments and the Commonwealth of Kentucky. Responsibilities include managing project budgets, processing contract payments, and handling change orders to ensure financial accountability and cost-effectiveness.

This position provides an exciting opportunity to shape the future of WKU's infrastructure by delivering impactful, high-quality construction projects.

Essential Functions

Essential Function #1 Project Planning-(10% of time)

• Collaborate with clients and university support units to develop project scopes.
• Develop preliminary project estimates.
• Develop preliminary project schedules.
• Assist with obtaining project approvals and setup.
• Set up project files following standardized filing formats and keep them current.
• Ensure project authorizations and funding sources have been identified and approved.

Essential Function #2 Project Design (20% of time)

• Procure design services per Kentucky statutes and University policies.
• Collaborate with design consultants to develop plans and specifications.
• Lead and schedule all design meetings.
• Work with university departments such as, but not limited to:
  Facilities Management, Environmental Health and Safety, Parking and Transportation, IT, and others as needed.
• Work with Environmental Health and Safety to ensure project issues related to life safety, permits, and hazardous materials are addressed.
• Ensure relevant design information is placed in project files.
• Prepare plans and specifications when required.
• Ensure compliance with university policies and procedures.

Project Construction (50% of time)

• Procure construction services per KRS. Work closely with WKU Procurement to bid projects.
• Update status reports at least once per month.
• Review financial reports and resolve any outstanding issues monthly.
• Write purchase orders and approve progress payments.
• Accompany building officials and EHS on any site inspections.
• Regularly visit project sites and document progress through reports and photographs.
• Inspect projects to ensure quality, adherence to plans/specifications, and safety compliance.
• Monitor project schedules and costs, maintaining adherence to budgets and integrating within a management software/university programs.
• Review schedule with contractors and university clients on a regular basis.
• Review project budgets with contractors and university clients on a regular basis.
• Ensure relevant construction information is placed in the project file.

Project Closeout (5% of time)

• Ensure completion of all punch list items and final inspections.
• Ensure building commissioning and delivery of O&M manuals.
• Coordinate the turnover of completed projects to operations and maintenance teams.
• Coordinate training for clients and maintenance personnel.
• Verify receipt of all warranties, as built drawings and close-out documentation.
• Conduct a one-year walkthrough with contractors, clients, and Facilities Management.
• Confirm that all invoices are paid, contracts closed, and project files updated.
• Ensure that relevant information is placed in the project file.

Communication (15% of time)

• Provide regular status updates to clients, supervisors, and stakeholders.
• Immediately report project issues to relevant parties.
• Maintain accurate records of all communications and ensure they are documented in project files.

Communication and Department Support

• Act as the primary point of…