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GENERAL SUMMARY OF POSITION:

Provides ongoing support to Capital Facilities project management staff in the development, implementation, and closeout of capital projects. Manages Document Controls across the Facilities Management Department.

MAJOR RESPONSIBILITIES:

• Develops and maintains a document control structure to support and maintain project schedules, scopes and construction bid documents, bid evaluation, management of contractor submittals, review of progress payments, maintain project documents, update project schedules, track open items, management of turnover packages and project closeout documentation. Updates intranet with status of projects.
• Works with directors to organize presentations, pre-bid conferences, and contract kick-off meetings. Works with Facilities management to develop project scoping documents, prepare project charters, budgets, and schedules. Assists in development of construction contract documents, including contract packaging and review of detailed plans and specifications.
• Assists in qualification of contractors and evaluation of bids. Reviews contract documents and identifies required deliverables, including submittals, as-built drawings, O&M manuals, checkout and testing reports, software, spare parts, and equipment. Works with departments to develop and present the capital project request. Works with departments to develop and codify finish and design standards.
• Establishes turnover checklists and monitor status of project deliverables to insure timely receipt. Facilitate the maintenance and organization of project documentation by project managers in accordance with established document control procedures. Monitor and track open issues.
• Works with PMs to organize the submission and transmittal of progress payment request to program controls group. Coordinates turnover of documentation to drawing control, maintenance operations and program controls and assist in project closeout. Works with Program Controls Group to review and modify existing Facilities contracts to better capture project deliverables.
• Works with Architects/Designers/Drawing controls/Project Managers to ensure As-Builts are accurate and conform to UMass Chan Medical School Standards. Develops procedures related to closeout (As-built review procedure) project execution (PM Manual), Mold remediation, Asbestos Testing & Abatement. Intakes all Facilities project intake requests across the institution and maintains project intake database.
• Works closely with EH&S, Maintenance Operations and Facilities to ensure external audit preparedness. Inter-departmental coordination with all Institutional departments to triage documentation request and supply facilities related information for all required regulatory authorities. Also tracks all in-service dates for Institutional depreciation calculation, EH&S and Maintenance Operations.
• Runs weekly staff meetings to educate and inform Facilities of ongoing work, changes in documents, procedures, etc. Works with team to perform and maintain condition assessment. Works with departments to develop and deploy Contractor Safety Manual. Runs yearly Contractor Safety Training. Works with Facilities & Information Technology to implement and maintain Project Management Information Software. (ReADY and AiM)
• Works with Financial Services to intake, review and develop cost estimates for yearly capital projects with facilities components. Develops various cost estimates and Board of Directors presentations. Develops PowerPoint presentations for Institutional Leadership and Board of Directors meetings. Works with network leadership to develop concept, schedule, and cost for off-site facilities.
• Works closely with leadership to help develop high level Strategic Master Plan (SMP).
• Perform other duties as required.

REQUIRED QUALIFICATIONS:

• Bachelor's degree in Engineering, Bus Admin, or other related field required.
• 8+ years related work experience required.
• Demonstrated understanding of fundamentals of project controls, including critical path method (CPM) scheduling, cost/change control, and management of project documents.
• Demonstrated understanding and ability to interpret construction contract plans and specifications.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases
• Ability to travel to off-site locations.

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