Description:
ESSENTIAL FUNCTIONS:
Operating & Capital Projects – 60%
- Define project requirements, scope, and goals
- Determine resources needed to reach project objectives
- Identify project risks and develop mitigation plans
- Oversee all aspects of the project, scope, schedule, budget, safety, and quality of work
- Track and creatively resolve challenges related to the project
- Maintain all project documentation including budget, schedule, and close out documentation
- Coordinate project-related warranty work
- Track project budget and reconcile expenditures
- Develop and execute project communication plans
- Work with a variety of stakeholders to track project deliverables
- Lead, mentor, and appropriately delegate responsibility to Facilities Project Coordinator
- Participate in vendor and contractor RFP’s & selection process
- Work in collaboration with Legal to establish contracts, write addendums, and execute contract performance reviews
- Schedule meetings with contractors and stakeholders
- Obtain vendor/contractor proposals and submit for Legal review
- Coordinate delivery and review of PPRA (Pre-Project Risk Assessment)
- Enter requisitions for required purchases on project budgets
- Maintain Facilities Project lists for Engineering
- Produce custom reports as required
- Participate in and support the capital budgeting process
- Work with colleagues to make effective business decisions to achieve target goals, tailor messaging, and maximize efficacy
- Ensure the highest quality finished projects and cross-functional collaboration
- Coordinate with the Russel Investment Center on shared, overlapped, and impactful facilities matters and testing
Administrative – 40%
- Participate in writing and reviewing grant submissions, maintaining the required parameters of approved funds
- Obtain contractor proposals on behalf of other SAM departments as needed
- Oversee Facilities department accounts payables, including daily and capital project invoicing, and monthly credit card reconciliation
- Participate in annual operating and capital budget processes, including five-year projections
- Coordinate major building repairs, preventative maintenance program and required building systems testing for the Engineering Team
- Support energy compliance initiatives (CBPS, SBTU, etc.)
- Collaboration with internal and external stakeholders towards the successful completion of projects and delivery of day-to-day needs
- Serve as a key member of the Safety Committee, supporting the Chair of the Committee
- Execute initiatives to create and promote safer workplace safety environment for staff
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- 2+ years of Project Management experience
- BA/BS in related field or additional work experience
- Experience with change management processes
- Excellent interpersonal, written and oral communication skills; ability to communicate effectively and project a professional image when giving and taking information in writing, in person, and over the phone
- Must possess the skills to translate standards, operational concepts, and results to staff
- Ability to read, analyze and interpret general business documents, contracts, technical procedures and regulations
- Capacity to work simultaneously manage several projects and be receptive to changing priorities
- Ability to work with close attention to detail
- Ability to build positive working relationships within as well as outside of organization
- Demonstrated ability to establish and maintain effective relationships with colleagues, executives, and management
- Represent the Museum with a high level of integrity and professionalism
- Successfully assess priorities and work well with deadlines and exceptional time management
- Strong decision-making thought processes with problem solving and analytical skills
- Exercise discretion in maintaining confidentiality of sensitive information
- Exceptional written and verbal communication and interpersonal skills, ability to communicate and interact and to work effectively with a wide range of constituencies in a diverse community
- Collaborative and collegial management style
- Proficiency in Microsoft Office Suite, Zoom, Asana, Slack and internet-based research
- Adherence to museum policies and support management decisions in a positive, professional manner