Capital Planning Manager

Department

OPS Facilities Planning

About the Department

The University of Chicago is a world-class institution of higher education. Its mission is to produce a caliber of teaching and research that regularly leads to advances in fields such as medicine, biology, physics, economics, critical theory, and public policy. Our Facilities Services team supports that mission through efforts to maintain and enhance the University campus and environment and provide superior client service to our community including faculty, students, staff, neighbors, and visitors.

Job Summary

Under limited direction of the Director of Planning, and in coordination with the Senior Leadership team at Facilities Services, the Capital Planning Manager is responsible for managing capital planning and overseeing facility condition and other building assessments for Facilities Services. The Manager will manage AE and cost consultants to develop scopes, schedules and ROM estimates for projects to inform the Capital Planning process.

The Manager applies deep knowledge and specialized expertise to coordinate the Capital Planning process —from initial prioritization and cost estimation for funding approvals through transitioning projects to the CPD project managers following funding approval. The Manager serves as a technical resource to the department and the University community at large. As a working manager, the Manager provides hands-on technical support in addition to managing their own projects.

Responsibilities

• Contribute to the development of a multi-year plan (5-year Capital Plan) under the limited guidance of the Director of Planning.
• Manage the annual capital planning process for the Facilities Services (FS) department including projects for existing buildings/building systems, utility infrastructure projects, energy management/greenhouse gas reduction projects, and campus environment enhancement projects.
• Coordinate the development of the annual FS capital budget project request from initial project identification (from facility condition assessments & work order data as well as input from Operations and campus partners), risk assessments, and management of the prioritization process through submittal.
• Align the Capital Planning process and the Facility Condition Assessment program.
• Gain approval of the department’s cross-functional capital planning working group and support the recommendations in presentations to the Office of the Provost, the Budget Office, and the Office of the Vice President of Operations.
• Review capital planning processes to identify, coordinate, and implement process improvements especially in light of the potential that AI presents.
• Following funding approval work with CPD project managers to transition projects, aid in RFP development etc. and follow projects to identify key parameters for scope refinements and additional funding needs in future years.
• Manage consultants to develop and deliver scope documents, schedules, and cost estimates for projects included in the capital budget request, in partnership with CPD project managers.
• Develop and maintain a University of Chicago cost database for estimating and budgeting; maintain information on peer institution benchmarking and local construction market data.
• Participate in the FS Project Review Committee to evaluate scopes, budgets, and schedules for projects included in the capital budget request.
• Facilitate departmental and University approvals as required; uphold the FS2 performance-based guidelines to ensure projects achieve operational and design excellence.
• Manage the ongoing facility inspection program, in partnership with FS Operations, to identify facility deficiencies and to assign timeframes and cost estimates for deficiency corrections.
• Manage the Facility Condition Assessment consultants that conduct assessments on an annual basis to complete building assessments on a 5-year cycle.
• Update annually with data from new inspections, compile annual escalation data, and track for completed projects.
• In coordination with CP+S, CPD and OPS work on systematizing the collection of building condition, heritage and other facility data, establish matrices for evaluation and development of a structured process to assess the existing building portfolio.
• Contribute to the development of prioritization processes for projects, develop ROM pricing and manage development and integration of renewal projects in near-mid and long-range planning.
• Analyze data for project identification, strategic planning, and funding from multiple application systems (e.g., FCA and Maximo databases).  Prepare estimates, presentations and reports as needed such as campus Facility Condition Index forecasting, campus investment needs, etc.
• Provide reports to stakeholders based on collected data. Interpret data from multiple application systems and compile the data to report back findings to relevant stakeholders.
• Leverage the integration between the FCA database and Maximo (the University's CMMS system) to cross-reference component-level data, enabling data analysis and recommendations grounded in the crosswalk between these assessment systems.
• Manage the heritage reports program for the University’s legacy buildings.
• Improve integration of the various assessments including FCAs, heritage reports, elevator studies, façade assessments etc. to develop a comprehensive assessment program to help prioritize projects in a holistic manner.
• Coordinate with units as required to establish consistent methodologies and metrics for building condition assessments and reports.
• Facilitate Departmental and University approvals as required.
• Leads, plans, coordinates, and implements space and urban planning initiatives. Leads space management, design , and/or sustainability activities including but not limited to seminars, conferences, workshops, and internships that promote departmental initiatives at the University and in the community at large.
• Develops complex ideas to advance the University's planning commitment. Evaluates these opportunities for technical feasibility, cost effectiveness, and acceptability by the University community. Works independently to create detailed implementation plans. Collaborates with units to implement approved project plans.
• Performs other related work as needed.

Minimum Qualifications

• Education: Minimum requirements include a college or university degree in related field.
• Work Experience: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
• Certifications: ---

Preferred Qualifications

• Education: Bachelor's degree in engineering, architecture, or related field .
• Experience: 10 years experience in design and construction, preparation of construction cost estimates, establishing and monitoring project budgets, value engineering, and project management or related activities OR 10 years of experience in a leadership role in managing the operations and maintenance of a large, research intensive, higher education building and infrastructure portfolio.
• Experience, from the Owner’s perspective, in managing architects and contractors in the Facility Condition Assessment process for building programs .
• Experience in development of historic preservation/ heritage reports, sensitive renovations of heritage buildings, cost estimation for historic preservation and sensitive renovations .
• Capital Planning Management experience within a higher education institution.
• Technical Knowledge or Skills: Substantial knowledge of Microsoft Office (particularly Excel, PowerPoint) and database programs.
• Substantial knowledge of SmartSheet program.
• Experience with data analytic and visualization tools (e.g., Tableau; AI explorations and dashboard developments).
• Demonstrated ability to understand project budgets throughout various phases of design, construction, and project delivery.
• Strong problem solving, quantitative and analytical skills.
• A detail-orientation and ability to work independently and with individuals at all levels of an organization to accomplish assignments, improve operations, and meet objectives.
• Demonstrated ability to establish standards upon which collection of data is based/measured and to ensure that these standards are consistently met.
• Demonstrated management and organizational skills required.  In particular, ability to maintain accuracy and attention to detail in a fast-paced environment of changing priorities.
• Ability to direct the work of consultants.
• Demonstrated ability to participate in and to lead team efforts that balance competing interests.
• Utilize principles of management to ensure responsibilities are met effectively and efficiently including planning, controlling, leading, and organizing.
• Excellent customer service skills and ability to provide effective communication within and outside of the department.
• Ability to effectively interpret University and Departmental policies, procedures and practices.
• Demonstrated oral and written communication skills appropriate to managing the flow of information in support of decision making at the highest management levels of a complex institutional organization.
• Demonstrated ability to integrate the detailed functional requirements of departmental user groups with the broader scope project goals of a complex institutional organization.
• Detailed understanding of building systems, plant operations and maintenance, construction practices, contracting procedures, building design methodologies, and code requirements.
• Ability to balance historic preservation needs with current program, code requirements and sustainability potential.
• Working Conditions
• Ability to move around campus to inspect grounds and buildings.
• Ability to physically tour and visually inspect all existing buildings, including mechanical spaces, penthouses, rooftops etc.
• Standard office environment.
• Ability to travel to and work at various locations across campus.
• Ability to sit for short or extended time periods.
• Ability to extensively use computer.
• Ability to review architectural and engineering plans; includes keyboarding, bending, stooping, light lifting, and standing. Some travel may be required.
• Application Documents
• Resume (required)
• Cover Letter (required)
• List of References (required)
• Portfolio of Representative Work (10 pages maximum) (required)
• The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
• When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.
• Job Family
• Facilities Management
• Role Impact
• Individual Contributor
• Scheduled Weekly Hours
• 40
• Drug Test Required
• No
• Health Screen Required
• No
• Motor Vehicle Record Inquiry Required
• No
• Pay Rate Type