Capital Projects Support Administrator - Operations & Maintenance
University of Pennsylvania

Job Info

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Job location: Left Bank-Facilites & Real Estate Services

Employment Type: Full-time
Posted data: 2021-10-26
Req: JR00015054
University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job TitleCapital Projects Support Administrator - Operations & MaintenanceJob Profile TitleManager, Project-Facilities and Real Estate ServicesJob Description SummaryThe Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse and economically vibrant destination. With close to 14M square feet of space, FRES maintains 189 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations and Maintenance.

The University of Pennsylvania is implementing a campus transformation entitled Penn Connects (http://www.pennconnects.upenn.edu). This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years. https://www.facilities.upenn.edu/Job Description

Capital Projects Support Administrator - Operations & Maintenance

Responsible for the coordination of a systematic process for providing Operations & Maintenance (O&M) department's support to Design & Construction (D&C) and Office of University Architect (OUA) for capital projects; ensuring building systems optimal performance, maintainability and sustainability of construction projects. The person in this position; whether as the lead or as a support team member responsible for coordination of O&M efforts, will ensure delivery of the various O&M support services to a project from inception through completed construction; in concert with O&M staff and D&C, OUA and School/Center representatives.

Interested candidates should attached a cover letter indicating interest and a resume.

Project Scope Phase:

LEAD responsibilities:

• Gather all available data & analyze current conditions and history of the facility's existing systems to identify and document current shortcomings, inherent problems, improvement opportunities, and deferred maintenance deficiencies
• Provide general estimates of perceived O&M related costs to the project for general budget planning purposes

SUPPORT & coordination responsibilities:

• Fully study and understand the proposed construction project's concept, scope, and design intent
• Articulate the scope of needs NOT included in the proposed project and investigate alternative funding sources to create synergy with the project
• Document O&M's concerns/issues (if any) with the final scope of project moving forward

Design Phase:

LEAD responsibilities:

• Determine appropriate O&M required support for the project.
• Develop budget and provide estimates of O&M related costs to the project.
• Establish required milestones in D&C's project management software system, E-Builder, for O&M sign-offs
• Ensure appropriate attendance of O&M team in project meetings

SUPPORT & coordination responsibilities:

• Review design details for maintainability, sustainability and peak performance
• Page turn with the design team on SD, DD, CD documents as needed and coordinate O&M Engineering attendance
• Document O&M's concerns/issues (if any) regarding design or value engineering decisions
• Confirm construction specifications are in compliance with PENN Design Standards

Construction Phase:

LEAD responsibilities:

• Assign appropriate level of O&M personnel and resources, as planned, to provide effective project support, systems shutdowns management, construction oversight, and quality control in the different stages of the process
• Monitor O&M costs, manage expectations, request budget adjustments as necessary and justified
• Ensure appropriate attendance of O&M team in project meetings
• Provide O&M commissioning, substantial completion verification, punch list inspection
• Sign off on final building acceptance by O&M, confirming receipt of all necessary drawings, manuals, and warranties.

SUPPORT & coordination responsibilities:

• Develop formal preventive maintenance (PM) programs based on equipment manuals
• Ensure appropriate setup and commissioning of SCADA for the new building systems

Selected projects assigned to this position will support the $250- $300 million in annual capital expenditures which occur in approximately 189 instructional, research, administrative, and residential buildings containing 14 million GSF of space.

Qualifications:

• Position requires 5-7 years of extensive experience in construction and operations & maintenance in commercial/industrial/institutional facilities setting. A Bachelor's degree in construction management, engineering, or related technical field preferred, or an equivalent combination of education and experience.
• Proven knowledge of commercial building systems and their operations.
• Background in project management and experience in the coordination of activities by multiple stakeholders to include architects, engineers, contractors and in-house personnel.
• Must be proficient in reading construction documents, knowledgeable of building codes and construction best practices.
• Must be detail oriented, computer proficient, with demonstrated project management skills.
• Strong communication skills and a proven record of providing excellent internal and external customer service.

Job Location - City, StatePhiladelphia, PennsylvaniaDepartment / SchoolFacilities and Real Estate ServicesPay Range$59,703.00 - $113,435.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

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