Assistant​/Associate Project Manager; Facilities, Real Estate, and Planning

Job Description Summary

The Assistant / Associate Project Manager supports the planning, design, and construction of capital and renewal projects across the University. This role manages construction projects, typically under $500,000 and assists Project Managers and Assistant Directors in delivering projects on time and within budget while ensuring alignment with institutional standards and operational needs.

• Assist in managing capital and renewal projects from initiation through closeout.
• Support the development of project scopes, schedules, and budgets.
• Develop total project budgets for projects at the earliest stage of conception to include construction and soft costs considerations.
• Coordinate project documentation, including drawings, specifications, and reports.
• Maintain organized project records and files.
• Coordinate meetings with campus stakeholders, consultants, and contractors.
• Document meeting minutes and track action items.
• Support the communication of project updates to internal clients.
• Assist with procurement processes for architects, engineers, and contractors.
• Support preparation and routing of contracts, purchase orders, and change orders.
• Track contract status and ensure documentation is complete.
• Assist with project budget tracking and invoice processing.
• Maintain project financial logs and support reporting.
• Identify discrepancies and escalation issues as needed.
• Participate in site visits and construction meetings.
• Monitor progress and assist in tracking schedule milestones.
• Support the resolution of field issues in coordination with Project Managers.
• Assist with project closeout activities, including collection of as-built drawings, O&M manuals, warranties and documentation.
• Coordinate turnover to Facilities Operations.
• Support the development and maintenance of project management tools and templates.
• Assist in standardizing processes and documentation across the department.
• Provide general support to the Capital Projects team.
• Project support and execution:
  Assist in overseeing assigned projects, ensuring they are delivered on time, within scope, and on budget.
• Provides project management duties for assigned capital and non-capital projects to include procurement of professional design services, overseeing design team during design phases, project scheduling, project budgeting, pre-qualification of contractors, solicitation of contractor bids, contractor selection, processing and approval of invoices, field inspections, monitoring construction progress, and project close-out.
• Support Senior Project Managers and Project Managers with project-specific tasks and by attending meetings, project tours, and project walk-throughs as a backup for informational purposes.
• Liaises with internal and external project customers to determine project needs, resolve conflicts, conduct periodic meetings, evaluate, approve, and document change orders, and ensure timely quality service.
• Manages the design process to ensure the architectural/engineering design team adheres to university design standards and meets customer expectations.
• Manages resources assigned to the project, assuring compliance with design codes, construction codes, regulations, safety standards, contract documents, budgets, and schedules.
• Prepares and continuously updates comprehensive schedules, including project status and key milestones.
• Coordinates with appropriate city and state permitting officials.
• Oversees building commissioning process to ensure project specifications are adhered to by contractors and subcontractors.
• Obtains warranty certificates, operating manuals, and affidavits for issuance of Certificates of Occupancy.
• Manages project closeout process to ensure smooth transition from construction phase to use by occupants and operation by maintenance staff.

• Associate or Bachelor’s Degree in Engineering, Architecture, Construction Management, or similar field.
• 3–6 years of relevant experience in project coordination and delivery (associate) or 0–3 years of internship or full‑time experience (assistant).
• Demonstrated knowledge of the design and construction industry with regard…