Posting Number: H0138
Posting Date: October 9, 2009
What to include with your application: In addition to a Harvey Mudd College employment application available at www.hmc.edu/employment, please submit the following:
- a cover letter describing your qualifications for this position,
- a resume, and
- a list of new construction and/or renovation projects you managed, the organization for which the project was done, location (city and state), each project's start and end dates, square footage, and cost.
All required documents must be submitted with your application in order to be considered for this position.
Application Deadline: The review of applications will begin October 31, 2009; position is open until filled.
Information about the position: Salary is dependent upon qualifications with a minimum $9,200.00 per month. Usual working hours are Monday-Friday, 8:00 a.m.-5:00 p.m. Requires occasional evening and weekend work. This is a full-time, 12-month, benefits-eligible, exempt position.
What the successful candidate will do: The Assistant Vice President for Planning and Construction (AVPPC) will partner with the Vice President for Administration and Finance/Treasurer to serve as Harvey Mudd College's ("HMC" or "the College") primary representatives for facility planning and the construction of new facilities. The AVPPC serves as the College's project manager for construction projects and the expert on long-range facilities development plans. The AVPPC interacts with a broad array of constituencies which includes trustees, the President's Cabinet, students, alumni, faculty, staff, city staffers and officials, architects, engineers, contractors, facilities consultants and other community members.
The AVPPC also supervises the Plant Engineer, who is responsible for managing the College's plant operations, which includes the College's renovation, replacement, and renewal (RRR) deferred maintenance program and the campus's sustainability efforts.
The AVPPC is a peer to the Assistant Vice President - Facilities and Emergency Preparedness/Director of Facilities and Maintenance (AVPFEP) who manages the College's facilities operations, which includes custodial services, grounds maintenance, office management, mailroom services and emergency preparedness. Both the AVPPC and AVPFEP report to the Vice President for Administration and Finance/Treasurer.
Essential Functions:
New Facilities - Planning and Construction Leadership
Under the direction of the Vice President for Administration and Finance/Treasurer, the AVPPC assumes leadership for planning new construction by:
- Overseeing all phases of new facilities development initiatives from concept through design and construction until completion of the warranty period.
- Attending President's Cabinet meetings, trustee meetings, and other campus meetings (as appropriate and required) to provide information and guidance on new facility planning and construction.
- Maintaining and overseeing updates (as appropriate) of the campus master plan and advising constituencies, as necessary, on activities that do not conform to the campus plan in order to maintain consistency and the integrity of the plan.
Project Management
Organize, oversee and manage planning and construction of new facilities at HMC by:
- Directing and managing campus planning efforts, architectural design, engineering services and construction administration.
- Continually monitoring and managing all stages of projects (from conceptual design thru schematic design (SD), design development (DD), construction drawings (CD) and construction) to ensure HMC's objectives are met and reporting inconsistencies to those that can correct deficiencies.
- Providing guidance and direction to staff, contractors and vendors in conjunction with the development and implementation of capital projects to ensure campus standards are met.
- Preparing and reviewing estimates and schedules at all project stages, preparing trend reports of impacts of design developments and new requirements on project costs and schedules, and leading value engineering efforts to correct/address adverse trends.
- Tracking milestones and timelines for all projects by employing effective metrics to assess progress against stated goals; analyzing and resolving issues that impact project schedules and budget projections; notifying the President's Cabinet of any issues that may result in significant delays and recommending solutions and interventions.
- Maintaining all documentation and records pertaining to new facilities planning and construction.
- Ensuring contractual obligations are met and appropriate construction safety plans are in place.
- Serving as the campus liaison between government agencies, the College's external legal counsel, and other consultants on projects subject to the California Environmental Quality Act (CEQA).
Collaboration with Various Constituencies
Collaborate with internal and external constituencies to ensure successful planning and construction of new facilities by:
- Interacting with College Constituencies
- Coordinate planning, design and construction activity with affected constituencies.
- Plan and deliver communications to various constituencies (i.e. the President's Cabinet, faculty, staff, students, trustees, alumni, and community members) regarding facility planning and construction activities and progress.
- Provide information to the Office of College Advancement and others as it pertains to fundraising events, and for communication to internal and external constituencies regarding facility planning and construction projects.
- Collaborate with the Assistant Vice President - Facilities and Emergency Preparedness/Director of Facilities regarding routine and non-routine matters related to the construction, repair/renovation and upkeep of facilities and grounds.
- Collaborate with personnel, as necessary, from the Claremont University Consortium's facilities and construction team and from facilities departments at The Claremont Colleges
- Collaborate with the College's Emergency Preparedness and Safety Coordinator to ensure that safety and health regulations and requirements are adhered to during construction.
- Interacting with City, State and Federal Agencies
- Serve as the liaison with city, state and federal agencies and governing bodies and ensure compliance with all codes, laws and regulations.
- Develop and maintain relationships with the City of Claremont and other local and state agencies and boards responsible for approving and permitting facilities on HMC's campus.
- Represent the College at city hearings and meetings related to design or construction or renovation projects
- Keep abreast of pertinent local, state and federal codes, regulations and laws; ensure compliance; and monitor the status of permits and applications.
- Interacting with External Consultants/Vendors/Contractors
- Identify contractors, consultants, architects, engineers, and vendors; lead contract negotiation, selection of key staff and compliance with the contract.
- Prepare and distribute Requests for Qualifications and Requests for Proposals to architects, construction managers, contractors, and other professionals as part of the process for hiring professional services.
- Administer and review contracts/agreements in preparation for execution by the Vice President for Administration and Finance/Treasurer.
- Serve as the liaison with architects, contractors, consultants, etc. and provide them with direction regarding project objectives, schedules, and budget. Manage third party construction cost estimators (to the extent that they are used).
- Serve as the liaison with the College's external construction/real estate legal counsel.
Construction Management
Oversee the implementation of multiple construction projects in a cost effective and efficient manner to minimize project delay and budget overruns by:
- Coordinating the construction bid process with the Vice President for Administration and Finance/Treasurer and Plant Engineer, evaluating bid submissions, and making recommendations for selection.
- Coordinating contractor activities with campus constituencies and the President's Cabinet to minimize disruption to academic and other College programs and activities.
- Making regular inspections of construction projects and attending regular and special project meetings to assess progress against project goals and schedules, and ensuring work is completed to contract specifications.
Budget Management
- Ensure funds are spent in accordance with College policy and protocol by:
- Developing and monitoring detailed budgets.
- Developing and/or coordinating project cost estimates, including soft costs and construction estimates.
- Developing and preparing periodic reports, including detailed comparisons of actual-to-approved budgets as well as reconciliations of any variances, and preparing and leading plans for any corrective action including value engineering.
- Establishing fiscal controls for capital construction budgets, monitoring construction budgets, and coordinating cost control measures.
- Reviewing, coding, approving and directing the timely processing of all invoices related to land development, facilities planning and construction.
- Monitoring preliminary notices and lien releases to ensure clean title, including the recording of notices of completion at the end of each project.
Plant Operations Oversight
In addition to the role in new facilities planning and construction, the AVPPC:
- Directly supervises and provides guidance to the Plant Engineer, who manages the College's plant operations and is responsible for:
- Providing professional engineering advice and assistance concerning the College's facilities.
- Managing the College's renovation, replacement, and renewal (RRR) deferred maintenance program.
- Leading the campus's sustainability efforts.
- Managing building management systems.
- Inspecting existing facilities on a regular basis to determine the need for repair or renovation, and to ensure compliance with safety regulations
- Compiling, conducting and submitting facility survey information.
- Performing other plant management related duties.
Staff Support for the Physical Plant and Campus Planning Committee (PPCPC)
With the Vice President for Administration and Finance/Treasurer, the AVPPC serves as staff support to the Board of Trustees Physical Plant and Campus Planning Committee (PPCPC). The AVPPC is responsible for:
- Preparing materials for Committee meetings.
- Preparing and/or overseeing the preparation of minutes.
- Preparing official resolutions to be approved by the PPCPC and entire Board of Trustees.
- Maintaining content on the PPCPC website.
- Researching and responding to other inquiries/requests from the PPCPC and other trustees, as requested.
Other Projects
- Prepare various analyses in support of facilities construction and maintenance (e.g. parking inventory and compliance, facility benchmark peer comparisons, project cash flow analysis, etc.).
- Other duties as assigned.
REQUIRED QUALIFICATIONS
Bachelor's degree in engineering, construction or project management, architecture, or a related field and a minimum of five years of relevant industry experience in planning, architecture, project or construction management or real estate development. The candidate must have demonstrated experience, abilities, skills and knowledge in the following areas:
Facilities Experience (Required)
- Significant (at least five years) experience as the lead in capital project management (as the owners representative or internal/campus project manager) including budgeting, planning, and construction management in addition to a strong understanding of architectural, mechanical, electrical, and other related disciplines.
- Knowledge of engineering and construction terminology; theory, practices and principles as well as the ability to direct and converse technically with engineers and architects regarding campus utility systems for electricity, natural gas, water, sewer, network cabling, and the maintenance, operation, design and construction of the various building types which occur on a residential college or similar campus environment.
- Direct experience managing all stages of a capital project (conceptual design, SD, DD, CD and construction).
- Master planning and entitlement experience, including familiarity with the California Environmental Quality Act (CEQA).
- Familiarity with city/municipal codes.
- Ability to manage and evaluate architects, contractors and supporting consultants as well as experience with contract negotiation.
- Knowledge of facility management systems (e.g. electrical, HVAC and water treatment), applications and tools.
- General knowledge of applicable building and fire codes.
Communication/Collaboration (Required)
Ability to function in a collaborative team environment and build and maintain effective relations with the College's various constituencies, including: trustees, the President's Cabinet, faculty, staff, students, alumni, governmental representatives, consultants, legal counsel and other internal and external constituencies.
- Strong interpersonal skills, including tact, diplomacy, and flexibility to work with the College's various constituencies.
- Ability to value, actively seek and respond to various internal and external constituencies in order build consensus among diverse groups and arrive at sound solutions.
- Ability to prepare coherent presentation texts and graphics to the College's various constituencies.
- Ability to write reports and memoranda and make presentations to small and large groups and explain complex planning concepts and solutions in a clear, concise manner.
Management and Analytical Skills (Required)
- Ability to think strategically and tactically. Ability to "see around corners" and anticipate issues/problems early so that corrective action can be taken on a timely basis.
- Sound supervisory and budget management skills needed to maintain morale and achieve goals with limited personnel and constrained funds.
- Effectively use various software and manipulate complex database and spreadsheet applications in gathering information, conducting analyses and developing reports.
- Excellent organizational, administrative and project management skills, including the ability to diagnose critical areas for attention and stay focused, and then translate strategies into concrete action.
- Ability to manage many projects at once and meet deadlines/schedules and achieve goals under pressure.
- "Results oriented" personality, committed to delivering projects on budget and schedule to the established quality standard.
- Ability to conduct analysis and research, including gathering information from a variety of sources to formulate recommendations.
- Ability to exercise sound judgment and model ethical standards.
- Possession and maintenance of a valid California Driver License and a DMV record that meets requirements set by the College's insurance carrier.
PREFERRED QUALIFICATIONS
- 10 years of relevant industry experience in planning, architecture, project or construction management, or real estate management.
- Experience working in a college setting or other setting with a shared governance environment.
- Experience working with environmental and sustainability principles, best practices, and laws/regulations, including Leadership in the Energy and Environmental Design (LEED) Green Building Rating System.
- LEED AP Certification.
DESIRED ADDITIONAL EXPERIENCE AND SKILLS
- Master's degree in engineering, architecture, project or construction management or a related field.
- Significant knowledge and experience with of CEQA.
- Familiarity with current industry benchmarking practices.
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