Associate Project Manager

Job Summary

As a member of the project management team in the Facilities Planning, Design and Construction Department (PDC), the Associate Project Manager reports to Team Lead within Facilities, Planning, Design and Construction.

The Associate Project Manager’s primary responsibility is supporting the management of capital improvement projects, annual laboratory, and office renovation projects within the Caltech complex. The role involves supporting and working on complex projects for various Divisions and Departments. This requires knowledge of project management best practices from project inception through project close-out.

Essential Job Duties

• Support of conducting comprehensive research on project needs, the support of integrating project functions within the framework of ongoing activities within the Institute, advising customers on project plans, supporting the design and construction of multiple projects, assist in preparing budgets, schedules, scopes of work, meeting minutes, status reports, scheduling meetings, and managing meeting logistics
• Responsible for assisting in developing construction contracts; supporting the bidding process, documentation, invoices, change orders, commissioning, and close-out of the projects
• Maintain close working relationships with management, stakeholders across the Institute, Institute clients and external design and construction professionals
• Work collaboratively with the Divisions and Departments in developing project scope, prioritizing items, support the identifying value engineering opportunities, collaborating with operations and internal architects and engineers to define project scope early throughout the design phase
• Create and present draft budgets and support the delivery of projects within budget constraints
• Facilitator between departments such as Facilities Operations, EH&S, Security and Parking, Finance, IMSS, and others as needed to establish successful projects from beginning through completion
• Manage 2-4 small projects independently with the guidance from the Team Lead
• Support the project management team on larger construction projects in project meetings, submittal and RFI management, AiM processes, project management software, and more
• Support and compile the necessary documentation in preparation for bidding to architects and engineers, contractors, and other consultants/vendors. Support the construction progress through in-person and virtual meetings, consultations, and field observations
• Coordinate the QA/QC process with contractors, engineers, architects, PDC technical team, Facilities Operations, EH&S, IMSS, and others as needed
• Support the review and approval process throughout the design and construction phase for adherence to Caltech design standards, project specifications, and local / government code compliance and regulatory standards
• Manage the bidding process in collaboration with the Contracts Manager
• Support the development of the scope of project and inform the project management team when it is necessary to obtain additional approval for scope creep with various leaders and monitor throughout the project
• Provide design and construction administration support, coordinating with engineering consultants and PDC staff to review construction documents, submittals, RFIs, issues, and field observation reports
• Provide administrative support (AiM) with pay apps, invoices, purchase orders, change orders, potential change orders, small construction contracts, IWAs, IWAAs, develop work orders, purchase requests via work orders, budget revision/management, and allotment requests on small projects
• Prepare draft progress and financial reports for all on-going projects
• Advise customers and stakeholders on project plans, effectively support the management of client expectations throughout the planning, execution, and closure of projects by anticipating risks, challenges and developing contingency plans accordingly
• Ensure maintenance of complete and accurate files suitable for audit purposes on all projects
• The candidate must be able to walk and/or stand for long periods of time, push, pull, and stoop and bend to accomplish job duties throughout the day on a regular basis
• Must be able to lift and carry 25 lbs., walk half a mile unaided, climb ladders and stairs, and enter and leave excavations for the purpose of observing and planning work
• Perform other related duties as assigned including Emergency Operation Center Support when required

Basic Qualifications

• BA/BS degree, preferably in architecture, engineering, interior design, construction management, city planning, or other related discipline
• Minimum 2 years’ work experience in assistant or associate project management or construction management of new building and/or renovation projects
• Complete OSHA 10-hour Construction Training within six months of employment and refresher training every 4 years
• Strong verbal and written communication skills are required, as is the ability to effectively communicate with all levels of management and other professionals
• Ability to multi-task and seamlessly shift between multiple priorities
• Proficient in the use of MS Outlook, PowerPoint, Word, Excel, Project, Bluebeam, Adobe PDF, Zoom, and project management software
• Bluebeam experience
• Must be able to travel to buildings on campus for the purpose of observing, planning, and documenting work

Preferred Qualifications

• 4 or more years’ work experience in assistant or associate project management or construction management of new building and/or renovation projects
• Institutional and Higher Education project experience
• Educational and research laboratory project experience
• Recent construction or construction management experience
• Large and small project experience
• Owner’s representative experience
• State of California licensed professional
• LEED AP or LEED GA certification or the ability to obtain one
• Project management systems expertise, Project Management Professional Certification
• AutoCAD, and Adobe suite

Required Documents

• Resume
• Strongly Preferred: Cover Letter

Hiring Range

$98,200 – $110,300 Per Year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks. 

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at employment@caltech.edu.