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.

Essential Functions

• Assist in managing capital and renewal projects from initiation through closeout.
• Support the development of project scopes, schedules, and budgets.
• Develops 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 escalate 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.