The Position – Associate Director
Reporting to the Director of Project Management Services, the Associate Director of Project Management Services is responsible for the management and oversight of design and construction services for the delivery of the University’s capital projects and related services. The Associate Director is responsible for the team of staff as well as contracted resources and provides leadership and expertise to project stakeholders across the Campus, including academics, researchers, unit leaders, students, staff and others through the full project management life-cycle – from planning and design through to delivery and closeout.
This position leads project stakeholders (academics, researchers, unit leaders, students, staff and others) through delivery of major new building projects and renovations on Campus. These responsibilities require consultation and effective communications with internal user groups and external vendors. The position is responsible for the administration, reporting, and spending required for University projects funded through capital accounts and customer accounts. Responsibilities include liaising closely with Facilities’ Managers and assisting and guiding Facilities staff and external service providers in the delivery of projects.
Under the direction of the Director of Project Management Services, this position liaises with the University’s Financial Planning and Operations Office, Purchasing Services, Campus Security, Occupational Health and Safety, FMGT maintenance shops and janitorial services, external regulatory agencies, and industry related consultants / organizations. This position provides direct management, supervision, training and mentoring of the all the Project Officers within the department. This position also provides supervision, training and mentoring of contracted and/or out-sourced resources.
The Associate Director’s involvement in projects requires flexibility to work weekends or after hours in accordance with project schedules; work requires physical, sight and hearing abilities ensuring safety and conducting site visits where there is exposure to height conditions, noise, untidy and potentially hazardous site conditions during construction and/or including exposure to weather conditions.
Education, Experience, and Competencies
You will need a University Degree in Architecture or Engineering with 10 or more years of experience in a senior project management role responsible for planning, design and construction contract administration, and a minimum 5 years of management / supervisory experience. An equivalent combination of education, training and experience could also be considered.
Experience and abilities to include:
• Able to provide effective briefings, seminars, presentations, to both small and large audiences.
• Extensive knowledge of capital project management, planning, design, construction and project administration.
• Management / supervisory experience in the hiring and oversight of industry professional consulting and contracting services.
• Management / supervisory experience obtained in a large, complex and unionized environment.
• Able to lead and manage staff and outside project management service providers in a collaborative team approach.
• Demonstrated knowledge of legal aspects of construction contract law.
The University of Victoria Core Competencies:
The competencies represent the skills, knowledge and behaviors required to advance the initiatives of the unit/department and the University.
Key job-specific competencies include:
• Commitment to Quality – improves work practices to achieve desired results and support productivity.
• Navigating Change – demonstrates adaptability and resilience in response to changing work environments and demands.
• Communication – Communicates (English) effectively in conversation and writing with a broad range of people.
• University Community – values diversity of the University’s people and their cultures. Demonstrates an understanding of the University’s vision, mission and goals.
Manage Services 45%
• Manage resources to ensure the department is equipped to provide services that meet customer needs and expectations within the Department’s mandate.
• Align staff priorities and efforts with the Project Management Services Division and overall FMGT Department priorities to ensure integrated and collaborative efforts.
• Collaborate with the Director to ensure that the Division is effectively integrating its services.
• Provide recommendations, advice and guidance to University staff regarding University standards, policies and procedures.
• Actively participate as a member of University facilities committees as required.
• Collaborate with key internal contacts such as the Director, Executive Director, FMGT Leadership Team, AVPFO, Deans, and other Directors and Department Heads.
• Work internally with other members of the Department and University staff in long-term planning and issues of service delivery.
• Responsible for overall project management and delivery of capital projects on Campus, and the training and coaching of project management staff, in the areas of financial cost control, quality control, risk management, adhering to established schedules; makes recommendations and implements measures for improvement as required.
• Actively participate in short, medium and long-term planning of projects so that those projects are planned to enable the University’s priorities.
• Manage project prioritizations based on the strategic needs of the University, and allocation of resources accordingly.
• Contribute to the development of detailed Programs of Requirements for building projects based on accepted standards and in collaboration with customers; interface with user groups to ensure Programs reflect needs.
• During project design development, review and critique project consultant designs, and review completeness of drawings, commenting on conformance to University standards and guidelines.
• Collaborate and contribute to the maintenance of all University building standards and policies related to building systems, products and materials, as well as consultant services guidelines and contracts.
• Advise staff on possible variations of standards and analyze the implications of doing so.
• Approve requests to vary standards and make recommendations to consultants.
Construction Projects and Contract Administration 45%
• Manage the delivery of staff and contracted services for all capital projects, ensuring their proper planning, design, specification, delivery and administration.
• Advise the University on consultant / supplier contract administration and conflict resolution; negotiate with professional consultants / suppliers in solving complex problems related to completion of construction.
• Manage, interpret and administer contracts and where necessary liaise with the Director on matters of dispute.
• Ensure accurate implementation of all acts, policies, regulations, statutes, and codes relative to building projects and provide technical advice to staff regarding procedures for doing so.
• Review consultant project designs and provide approval of designs at critical milestones of project development.
• Ensure adherence to proper procurement procedures for appointing consultants and contractors / suppliers with adherence to government regulations.
• Initiate and manage the construction tender process; evaluate and assist in award of contracts and where applicable make recommendations for final approval to the Director.
• Develop and negotiate contracts with architectural, engineering and other special consultants and suppliers; evaluate and oversee award of contracts or, where applicable, make recommendation for final approval to the Director.
• Liaise and ensure coordination with the Manager of Modification Services and other senior staff to ensure state-of-the-art project management practices, processes and procedures are incorporated as part of all departmental project delivery.
• Provide project information and analysis as required for reporting as required by the Director in support of the Executive-Director, VPFO and Board of Governors.
• Review and oversight of processing of consultant, contractor, and supplier invoices.
Accessibility, Sustainability and Green Building Initiatives 10%
• Ensure that the University addresses universal accessibility in all its projects to improve the Campus for those who have challenges and special needs.
• Ensure sustainability is considered in all activities.
• Ensure high performance and green building initiatives are incorporated in all capital construction projects.
• Participate in the development of metrics for the measurement and reporting of Sustainability Policy successes.
Ensure that LEED® mandatory credits, green building initiatives and interior furnishings standards are outlined and maintained in the University’s building standards.
Benefits and Perks
UVic compensation is competitive with:
• Annual salary increases – 3% progression increases up to the salary job rate, and 2% performance increases from the job rate to the ceiling, of the salary range
• 7-hour work days and 35-hour work weeks
• Generous vacation time off - 22 days to start, increasing to 25 days
• Annual holiday closure between Christmas and New Years
• Leaves – maternity, parental, adoption, personnel, sick and long-term disability*
• Flexibility in arranging work schedules
• Access to personal and central professional development funds*
• Diverse range of learning and development opportunities*
• Sustainability initiatives including discounted transit passes and a pedestrian and bike friendly Campus*
UVic contributes to your and your family’s health and wellbeing through its:
• Comprehensive medical, dental* and pension* benefits
• Employee and family assistance program
• Discounted athletic facility membership
• Access to health and wellness tools and resources to support you in finding work-life balance