Project Manager

FAC PROJECT MGT SPEC 3 (007078)

UCPath Position ID: MI-DPT341500-JC007078-PD168666

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

600947

Approved Date:

12/17/2025 3:31:21 PM

Date Last Edited:

12/17/2025 3:31:18 PM

Last Action Effective Date:

1/25/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

341500 - MAINTENANCE AND ALTERATIONS

Position Details

UCPath Position Number:

MI-DPT341500-JC007078-PD168666

Position Description ID

168666

UC Payroll Title:

FAC PROJECT MGT SPEC 3 (007078)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 23

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40139517

Reports to Payroll Title:

FAC MGR 3

UCPath Department Head Position Number:

40056879

Department Head Payroll Title:

FAC MGR 4

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the general direction from the Director (Dir.) of Facilities Management - Maintenance and Alterations, perform Project Management of new construction, renovation, repair and alteration projects for the campus and the Center for Health Sciences (CHS).  Initiate, monitor and follow through on all related activities to ensure work adequately reflects client's needs and is executed promptly within the project budget.  Participate in the Disaster Initial Response Team (DIRT).

Project Management

1. Manage multiple large, multi/single-craft projects of varying complexities including preventative maintenance, emergency repairs, building refurbishment, alterations & new construction from inception through completion. Monitor all activities to ensure work adequately reflects client's needs including prompt execution & within budget. 2. Identify & coordinate all project participants from various Depts. & units including FM managers, Cap. Prog., etc. 3. Meet with clients & take lead role in assisting them to identify project overall objectives; conduct preliminary studies if necessary. 4. Provide Director with work schedule & integrate project with Coordinator of Work Scheduling section: a) Design & develop scope in concert with client. b) Prepare conceptual plans. c) Check all designs & drawings from contractors/in-house staff. d) Manage site profiles, risk/feasibility studies, rate/transport studies, remedial design plans for contaminated sites. e) Evaluate issues related to hazardous material or waste storage & handling on UCLA property & make recommendations. f) Develop fixed price cost (estimate). g) Ensure appropriate materials & labor are ordered. h) Develop execution methodology, schedule, & budget. 5. Complete proper documentation for project; maintain complete & organized project files at all times during course of project including all appropriate notations to discern project status at any given time. File shall minimally contain: a. all documentation of project objective & scope of work; b. modifications to project scope of work and/or budget; c. all agreements, authorizations, contracts, related documents, construction & bid documents; d. final report of project expenditures; e. agency approvals & necessary building permits, etc. 6. Coordinate project schedule utilizing databases such as Campus Events, to minimize interruption to University & CHS classes, special events or patient care related activities. Coordinate necessary utility outages & building notifications with Outage on-line system. 7. Coordinate in-house crafts for projects & when needed, solicit & recommend contractors/vendors if required for project; develop all related Professional Service Authorizations, agreements, purchase requisitions, UPJOs, Building Permit Drawings, etc. Process in a timely manner to ensure project is not delayed. 8. When soliciting construction bids, work with Cap. Prog. Contact Administrator to develop final bid package for project. Administer bid process. Generate or oversee the generation of any appropriate modifications to the bid documents. 9. Review construction bids, process related approval award, & execute forms for accepted bid. 10. Represent the University in contractual obligations with contractors & vendors; take lead role in promptly resolving issues relative to project documents. 11. Resolve various problems related to schedule, delays in delivery of material & equipment, unanticipated obstacles arising from construction documentation; apprise Asst. Dir./Dir. of problems & remedial actions. Obtain approval from client if necessary & communicate with internal support craft or utility personnel. 12. Enforce State & Federal safety permit requirements & building codes where applicable. 13. Inspect construction & alterations for compliance with approved building plans/drawings & when appropriate use OSHPD approved inspector. 14. Confer regularly with Customer Service Center, Director of Mtce. & Alters. if necessary, to inform & advise of status of on-going projects. Provide Customer Service Center with project information on budget, schedule & other pertinent facts.

50%

Financial Management of Projects

1. Ensure contractor/vendor obtain client approval of design and project budget and obtain client's written approval prior to committing funds for any work, material requisition, and construction contract or change orders. 2. Obtain sufficient funding for project and augment budget as necessary to ensure sufficient funds are liened during the course of the project. 3. Ensure that appropriate funds are secured taking into consideration budget restrictions or limitations on different funding sources (plant accounts, 19900 funding etc.). 4. Develop and oversee the development of any change orders required during construction. Ensure that any such changes clearly delineate the modifications to be made and the related reasons why such modifications are being made. 5. Ensure contractor/vendor requests for payment is equitable to actual work satisfactorily completed as of request date. Oversee the progress of payment to ensure that contractors, vendors, etc. receive compensation within agreed upon timeframes. 6. Review project budget at key intervals during project development to ensure sufficient funding is available to execute scope of work and monitor financial transactions to ensure positive account balance is maintained. 7. Ensure project complies with governing University accounting principles. 8. Take immediate action to correct any erroneous accounting transactions that may occur on a project account. 9. Review financial reports furnished by FM on an on-going basis to ensure that there are sufficient funds liened for services and/or work being performed. In the event that it is determined that there are insufficient funds, take immediate actions to identify the cause of the problem and generate alternatives or appropriate solutions.

20%

Administration

1. Edit and review Kronos computerized timekeeping reports as needed or if needed to verify accuracy, edit and finalize for payroll. 2. Compose correspondence (email), in coordination with Customer Service, to respond to customer inquiries or complaints concerning work schedules and various other issues related to projects. 3. Consult with crew with regard to job specifications; inspect and evaluate work quality controls. Ensure projects are completed on time and within budget. 4. Maintain all project files and close projects on a timely basis according to procedures. 5. Other duties as assigned.

20%

Emergency Response

1. Coordinate FM emergency response with appropriate campus personnel (EH&S, UCPD, etc.) and external emergency response agencies and public utilities. 2. Ensure appropriate safety precautions are followed. Exercise discretion as necessary to restrict access to, or evacuation of, potentially hazardous buildings or campus areas. 3. To the extent possible, communicate with affected campus community regarding the problem and measures being taken. Utilize Trouble Call dispatchers to assist in relaying information to concerned campus personnel. 4. After emergency has subsided, ensure all necessary follow-up (clean-up, additional repairs, etc.) is communicated to appropriate FM personnel. 5. Ensure necessary communication to the Building Coordinator(s) and/or emergency contact(s) has taken place informing them of the nature of the emergency, the response, the impact to the building, and follow-up if necessary. 6. Respond as needed to the on-call Superintendent to consult regarding appropriate response. May be required to return to work to assume responsibility for an emergency response requiring technical expertise.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Driver License

•

Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles.

Required

Skill in managing all administrative and technical aspects of construction and alteration projects in a campus/scientific/medical environment. Skill in planning, staffing, monitoring, controlling, directing projects for quality control and accurate budgeting of various construction projects.

Required

Working knowledge of all phases of repair, construction & alteration work performed by skilled trade personnel including knowledge of methods, tools, equipment and materials of the construction trades in general to organize work, evaluate progress, ensure craft work assignments meet stated standards

Required

Working knowledge of construction specifications, technical drawings, construction methodology & scheduling techniques, safety requirements and codes sufficient to prepare work scopes, budgets, schedules, address project delays/disruptions and bring to closure within stated timeframes and guidelines

Required

Ability to exercise sound time management skills and control of projects and work proactively to mitigate delays, legal confrontations, budget problems and any additional complication that may jeopardize project or client confidence.

Required

Working knowledge of Occupational Safety and Health Administration general safety rules, equipment, and clothing and California Administrative Codes including Titles 19, 22, and 24, Joint Commission, ADA, and/or OSHPD when overseeing construction projects

Required

Skill in reading technical contracts, reports and job specifications. Skill in mathematical calculations sufficient to prepare budgets, estimates, reports and projects to monitor project costs. Skill in writing concise, logical and grammatically correct correspondence and analytical reports.

Required

Ability to establish and maintain cooperative working relationships with peers, department and university personnel, and the public in order to promote services provided by Facilities Management and to improve upon the image of the department as viewed by campus and CHS personnel

Required

Ability to communicate effectively on a one-to-one basis or in group setting to obtain information; explain policies, procedures, etc.; or persuade others to accept or adopt a specific opinion, action, etc

Required

Ability to conduct on-site visual inspections of projects involving walking, standing, climbing stairs and ladders, stooping, crouching, and balancing, including roof inspections and other precarious locations and in various environmental conditions including noise, fumes, and dust.

Required

Skill in analyzing information, problems, situations, procedures, etc. to define the problem, identify relevant issues, and generate reasonable and appropriate alternatives or solutions.

Required

Ability to work under fluctuating workload conditions with frequent interruptions, distractions and emergencies and maintain equanimity in the face of resistance, indifference or hostility

Required

Ability to manage, organize, and demonstrate command of a complex and continuously changing array of information, dates, places and people in a systematic way in order to optimize efficiency and minimize duplication of effort in the process of completing projects

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Pre-Placement Physical: Employment is contingent upon the completion of a satisfactory physical examination.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical Skills

X

X

Mental demands other

X

X

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.