Project Turnover Program Manager

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

Reporting to the Director of Facilities Operations, the Project Turnover Program Manager leads the transition of all capital projects (large and small) into operational service. This role serves as the final "Gatekeeper," ensuring that facilities meet operational standards and data requirements before formal acceptance by the University.

1. Operational Readiness & "Gatekeeper" Authority
   • Standardization: Create and manage SOPs and turnover playbooks that define the "Operational Readiness" requirements for all capital projects.
   • Compliance Audit: Validate that all projects-from small asset replacements to large-scale construction-meet safety, regulatory, service, and sustainability needs and standards before turnover.
   • Final Approval: Serve as the formal sign-off authority for project closeout transfer to operations, ensuring all punch-list items are resolved.
2. Information Management & Assetworks (CMMS)
   • Data Integrity: Oversee the migration of accurate asset data into Assetworks, ensuring immediate transparency for maintenance teams. Coordinate with Maintenance Planning Manager on data transfer and setup (naming, templates, documentation,…)
   • Asset Lifecycle Deliverables: Audit and organize the transfer of critical documentation, such as:
     • Accurate As-Built drawings and BIM models.
     • O&M manuals and comprehensive asset inventories.
     • Permits, warranties, and service agreements.
   • Warranty Oversight: Manage the warranty tracking process and coordinate in-house and third-party vendor obligations to protect university investments. Coordinate with Facilities Operations (FacOps) Call Center for appropriate handling of service needs during warranty period.
3. Knowledge Transfer & Training
   • Program Development: Design and deliver training programs for FacOps teams to ensure they are fully prepared to operate new building systems and technologies.
   • Proactive Stewardship: Facilitate "deep-dive" sessions between Capital Project managers and frontline managers and staff to bridge the gap between construction and long-term maintenance.
   • Continuous Improvement: Solicit feedback from the FacOps community to identify process gaps and refine turnover methods.
4. Strategic Analysis & Leadership
   • Performance Metrics: Track and report on KPIs related to turnover efficiency, data accuracy, and equipment performance for senior leadership.
   • Cross-Functional Collaboration: Act as the primary liaison between Capital Projects, Engineering, Site Directors, and external contractors.
   • Lifecycle Planning: Support Site Directors in capital equipment acquisition and asset inventory reviews to align with long-term university goals.

Required Skills and Abilities

1. Strategic Facilities Leadership: Expert in managing capital project transitions for diverse university environments, including research, academic, and athletic facilities. Proven ability to lead "Operational Readiness" for large-scale new construction and renovations, ensuring seamless integration into the long-term facility portfolio.
2. Gatekeeper Authority: Serves as the primary arbiter for project closeouts, with the authority to audit and enforce strict operational standards. Skilled in establishing stage-gate protocols to ensure all systems are functional and compliant with safety, regulatory, and sustainability requirements before formal handover.
3. CMMS & Data Governance: Advanced proficiency in Assetworks and data management. Experienced in orchestrating the migration of technical data, including asset hierarchies and preventative maintenance schedules, to ensure immediate data transparency and actionable maintenance records from the moment of occupancy.
4. Lifecycle Integrity: Specialized in auditing complex turnover deliverables such as BIM models, as-built drawings, O&M manuals, and warranty registers. Expert in managing warranty recovery and third-party service agreements to protect institutional investments and ensure long-term asset performance.
5. Training & Knowledge Transfer: Accomplished in designing and delivering technical training programs that empower maintenance teams to operate new systems proactively. Exceptional at fostering cross-functional collaboration between capital planning, engineering, and frontline staff to bridge the knowledge gap.

Preferred Skills and Abilities

Preferred -PE, Facilities Maintenance accreditation such as APPA CEFP, BOMA CMCP, IFMA CFM. S1/P1/ E1 Trade license.

Principal Responsibilities

1. Strategy development and execution working with collaborators within and outside of the University. Working with leadership to develop and implement a strategic vision and work plans. 
2. Recommend structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives.
3. Advise leadership on broad range of strategic, development, and communications issues related to research and policy development opportunities.
4. Manage ongoing partnerships with local, state, national, and non-governmental organizations focused on health research, policy development and implementation.
5. Identify new opportunities for expanding the program within Yale and among other academic and non-academic organizations locally and nationally.
6. Seek external funding opportunities and assist with the submission of grant proposals.
7. New program and fund development, catalyzing program development throughout the University and with external collaborators. Develops the metrics to identify and measure the success of the program.
8. Envision and direct communications to support strong communication and promote visibility of the program both inside and outside Yale through strategic outreach, conference attendance, special events, media and other avenues.
9. Assumes primary accountability to initiate, design, and manage the compilation of program communications; identifying outreach potential and promoting philanthropic and collaborative support of the program.
10. Envision and execute the communications efforts for the program. Contribute to the development and assist in the management of content on the program’s website and monitors all changes and additions to the editorial content.

Required Education and Experience

Bachelor's degree in a related field and seven years of related experience or an equivalent combination of education and experience.