Project Management Analyst

Involves supporting the management of design and construction of capital projects, including renovations, expansions and new facilities and infrastructure as well as landscape projects; collect, develop, and analyze technical data to determine project requirements and preparation of information regarding specifications, materials, equipment, estimated costs, and completion times. Additionally, the role supports budget and cost control for capital projects; analysis of financial reports, preparing project dashboard reports, and adhesion to system policies and procedures. (For Facilities Management, see General Services Job Field.)

Custom Scope:

The Project Management Analyst (PMA) role is an integral part of UCSF Real Estate, tasked with providing comprehensive capital project support throughout the department. The PMA's responsibilities encompass overseeing and coordinating tasks within capital project teams, contributing to project planning, maintaining documentation that meet compliance requirements, reviewing contracts, financial data, monitoring project progress, and conducting project analyses. They are accountable to provide analytical support for project management services to ensure design and construction projects are on schedule, within budget, high-quality, cost-effective, and appropriate to client program needs. Services include support of all elements of project management from concept through project closeout including initial scoping, budgeting, funding, invoices, applications for payment, procurement, construction management, financial reconciliation, budget and schedule tracking, and closeout of large and small projects.

This position entails frequent collaboration with various internal UCSF departments, including the Finance Service Center - Capital Accounting, Supply Chain Management, Facilities, and Budget Office, among others, as well as engaging with external consultants and contractors. Effective internal and external coordination, coupled with adherence to University policies and procedures, is fundamental to the PMA's role.

The Project Management Analyst applies advanced project management skills and methodologies to diverse assignments, ensuring strict compliance with all relevant policies and procedures. This role involves exercising sound judgment when addressing issues of moderate scope and complexity, including selecting appropriate methods, techniques, and evaluation criteria within established guidelines.

The ability to navigate regulatory frameworks while maintaining project efficiency is a crucial aspect of this position. The Project Management Analyst contributes to the organization's success by strategically applying project management principles to drive projects forward while upholding legal and regulatory standards.

The PMA also contributes significantly to process improvement initiatives by identifying inefficiencies and proposing solutions as necessary. Success in this role hinges on thriving within a team-oriented environment, demonstrating strong customer service skills, and excelling in both verbal and written communication. Additionally, a keen awareness of political and social dynamics, along with patience and a collaborative mindset, are essential attributes.

A PMA Is a proactive self-starter who can effectively strategize for the long term, analyze complex situations, and plan ahead. The ability to envision the broader organizational landscape while maintaining attention to detail is highly valued in this role.

Department Overview:

The organization of UCSF Real Estate is focused on the development, planning, delivery, and management of physical space for UCSF. Key responsibilities include a unified approach to oversee the active UCSF growth planned on a multi-site campus and to manage the complex metropolitan environments affecting capital assets and projects and efforts to align municipal challenges with maximum effectiveness in support of the UCSF mission.

UCSF Real Estate is an integrated unit that enables the alignment of development, planning, design, construction, and management of facilities and a lease portfolio of 1M square feet across UCSF. Services are provided through the following departments: Building Permit Services, Campus Design and Construction, Campus Planning, Construction Contract Administration, Health Design and Construction, Health Major Capital Projects, Real Estate Services, Benioff Children's Hospital Oakland Capital Program Management and support through Business Intelligence, and Finance, Administration and Operations.

This position as part of UCSF Health, will support the Children's Hospital & Research Center at Oakland dba UCSF Benioff Children's Hospital Oakland (BCH Oakland).

The combined UCSF Campus and Health organizations include approximately 198 UCSF and 38 contract personnel; operating/recharge budgets of more than $52.2M per year; current year capital project expenditures of $900M; and oversight and responsibility for > $13.3B long-range capital development.

Responsibilities

• Support design, construction, and improvement projects for healthcare, research, academic, and support facilities.
• Assist Project Managers throughout the project lifecycle, from planning and design through project closeout.
• Maintain project documentation, logs, schedules, budgets, estimates, construction documents, and change orders.
• Review project progress and assist with inspections.
• Identify discrepancies and coordinate with project managers, finance teams, consultants, contractors, and vendors to resolve issues.
• Review project schedules, budgets, and status updates.
• Prepare and track project data from various business systems and produce reports.
• Process applications for payment, architectural and consulting invoices, and check requests.
• Track project commitments and expenses against budget.
• Update schedules and key project indicators within project management systems.
• Create dashboard reports for internal stakeholders and clients.
• Review projects for compliance with regulatory requirements and organizational policies.
• Assist with project cost audits and process audits.
• Maintain document control systems for project records.
• Ensure all closeout documentation, warranties, record drawings, Operations & Maintenance Manuals, and training documentation are complete.
• Respond to property management inquiries and coordinate assessments, repairs, and small improvement projects.
• Manage new project requests and research as-built records.
• Maintain project databases, contracts, capital equipment requests, and assist with FF&E management.
• Communicate with project managers, property managers, landlords, vendors, consultants, contractors, and client stakeholders.
• Apply LEAN tools and methodologies to improve project processes.
• Track delivery and installation of project materials, medical equipment, furniture, and IT systems.
• Administer preparation of contract agreements.
• Ensure procurement activities comply with UC policies and regulations.
• Support the FF&E procurement process, including purchase order requisitioning.
• Coordinate meetings with clients, consultants, contractors, and design professionals.
• Provide administrative support for UCSF Real Estate, including meeting coordination, event support, and other duties as assigned.

Required Qualifications:

• Bachelor's degree in a related area in administrative support, analysis, project management and 1-3 years of relevant experience preferably in a complex University/College environment or large commercial or institutional setting and/or equivalent education/experience/training.
• Demonstrated ability to monitor project budgets, evaluate vendor estimates, and review payment requests.
• Strong verbal and written communication skills with the ability to prepare clear, concise, professional reports.
• Skilled in managing vendor relationships and coordinating with contractors, property managers, and project stakeholders.
• Demonstrated experience building and maintaining strong professional relationships.
• Proficiency with Microsoft Office Suite.
• Strong organizational, analytical, and problem-solving skills.
• Detail-oriented with the ability to accurately proof contracts and other documents.
• Ability to analyze information from multiple sources.

• Demonstrated ability to work independently and as part of a team while managing multiple competing priorities.

Preferred Qualifications:

• Working knowledge of hospital design and construction project processes.
• Knowledge of building codes and regulatory requirements, including Title 22 and OSHPD.
• Understanding of industry practices related to construction and capital projects.
• Experience working with UCSF business systems.
• Knowledge of LEAN principles.
• Experience using database software tools.
• Knowledge of project management and project controls.
• Thorough understanding of industry contracts and their terms and conditions.

Required Qualifications:

• Bachelor's degree in a related area in administrative support, analysis, project management and 1-3 years of relevant experience preferably in a complex University/College environment or large commercial or institutional setting and/or equivalent education/experience/training.
• Demonstrated ability to monitor project budgets, evaluate vendor estimates, and review payment requests.
• Strong verbal and written communication skills with the ability to prepare clear, concise, professional reports.
• Skilled in managing vendor relationships and coordinating with contractors, property managers, and project stakeholders.
• Demonstrated experience building and maintaining strong professional relationships.
• Proficiency with Microsoft Office Suite.
• Strong organizational, analytical, and problem-solving skills.
• Detail-oriented with the ability to accurately proof contracts and other documents.
• Ability to analyze information from multiple sources.

• Demonstrated ability to work independently and as part of a team while managing multiple competing priorities.

Preferred Qualifications:

• Working knowledge of hospital design and construction project processes.
• Knowledge of building codes and regulatory requirements, including Title 22 and OSHPD.
• Understanding of industry practices related to construction and capital projects.
• Experience working with UCSF business systems.
• Knowledge of LEAN principles.
• Experience using database software tools.
• Knowledge of project management and project controls.
• Thorough understanding of industry contracts and their terms and conditions.