Assistant/Associate Project Manager; Facilities, Real Estate, and Planning

About the job

External Applicants:

• Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.
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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.
Job Description
*This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

• 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, w arranties and documentation.

• C oordinate 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.

• Project support and execution: Assist in overseeing assigned projects, ensuring they are delivered on time, within scope, and on budget.

• Provides project management duties for assigned capital and non-capital projects to include: procurement of professional design services, overseeing design team during design phases, project scheduling, project budget, pre-qualification of contractors, solicitation of contractor bids, contractor selection, processing and approval of invoices, field inspections, monitoring construction progress, and project close-out.

• Support Senior Project Managers and Project Managers with project-specific tasks and by attending meetings, project tours, and project walk-throughs as a backup for informational purposes.

• Liaises with internal and external project customers to determine project needs. Uses management techniques to resolve customer conflicts where necessary. Conducts periodic project meetings with customers to discuss progress and outstanding issues. Evaluates, approves, and documents change orders. Takes a proactive approach to ensure that all customer needs and expectations are met in a timely and quality manner.

• Manages the design process to ensure that the architectural/engineering design team adheres to university design standards and meets customer expectations. Recommends changes to project designers for improved constructability, budget management, and contract administration. Reads, evaluates, and interprets design documents to minimize delays and ensure effective construction.

• Manages resources assigned to the project, assuring project work is executed in compliance with design codes, construction codes, regulations, safety standards, contract documents, budgets, and schedules.

• Prepares and continuously updates comprehensive schedules, including project status and key milestones.

• Coordinates with appropriate city and state permitting officials.

• Oversees building commissioning process to ensure that project specifications are adhered to by building contractors and their subcontractors. Serves as a University representative for the outsource or in-house inspection and testing of project components such as mechanical systems, electrical systems, roofs, and materials of assigned projects, as required.

• Obtains warranty certificates, operating manuals, and affidavits for issuance of Certificates of Occupancy.

• Manages project closeout process to ensure smooth transition from construction phase to use by occupants and operation by maintenance staff.

• Required Education, Knowledge, Skills, Abilities:
• ● Associates or Bachelor’s Degree in Engineering, Architecture, Construction Management, or a similar field of study.
• Assistant 0-3 years of internship or full-time experience or construction-related experience.

• Associate with 3-6 years of relevant experience in project coordination and delivery.

● Demonstrated knowledge of the design and construction industry with regard to design reviews, cost estimating, project scheduling, contracting, and overall management of capital and non-capital projects.
● Demonstrated knowledge of local codes and standards of design and light construction.
● Working knowledge of multiple contract delivery methods for commercial construction. General knowledge of building commissioning and Leadership in Energy and Environmental Design (LEED) certification process.
● Ability to communicate effectively, both verbally and in writing.
● Must have strong communication, organization, and leadership skills.
● Proficiency with Microsoft Office (Word, Excel, and PowerPoint), Google Applications, PDF editor, and other software packages, such as Kahua Project Management System.
● Is comfortable in a highly fluid work environment, with the ability to manage multiple tasks simultaneously.
● Highly organized; ability to plan ahead and prioritize to maximize efficiency based on available resources.
● Ability to travel to on-campus and off-campus locations for business activities.
● Ability to meet the University’s automobile insurance requirements.

Preferred Education, Knowledge, Skills, Abilities:
● Previous experience in the commercial construction industry

• Accountabilities:
• ● Oversees the work of architects, engineers, and contractors as engaged by the University during construction.
• ● Oversees timeline, scope, and budget of assigned projects.
• This position may be designated as essential personnel to support business continuity during campus emergencies, disasters, or other special needs as directed by management. Essential personnel are subject to recall inside/outside their normal schedule. Additional details can be found in the Wake Forest University Policy on Weather and Other Unusual Conditions.

Physical Requirements:
Light work, climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, feeling, talking, repetitive motions, close visual acuity, subject to inside and outside environmental conditions.

Other Functions: This position may be designated as essential personnel to support business continuity in the event of campus emergencies, disasters, or other special needs as directed by management. Essential personnel are subject to recall inside/outside their normal schedule. Additional details can be found in the Wake Forest University Policy on Weather and Other Unusual Conditions.

Disclaimer: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

Additional Job Description

Time Type Requirement
Full time
Note to Applicant:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement
The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants
If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.