Assistant Project Manager/Systems Administrator (e-Builder) 3-Year Term - University of Pennsylvania

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 Large Employers in 2023.




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.








Posted Job Title

Assistant Project Manager/Systems Administrator (e-Builder) 3-Year Term





Job Profile Title

Manager C, Facilities





Job Description Summary

The 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 12M square feet of space, FRES maintains 186 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/ Information.





Job Description


The work of this position includes duties in three key project management areas including e-Builder Capital Project Management System Administration, Assistant Project Management, and Project Management Resources Development and Support.




Responsible for e- Builder Capital Project Management System Administration for Design and Construction and Real Estate Departments within FRES, in coordination with FRES IT. Will assist the department with training and onboarding of users, perform e-Builder administrative tasks including license management, reporting, account configuration changes, project initiation, enhancements and updates support, and system technical support.




Responsible for the management of design, engineering, legal, construction, and other professionals engaged in the planning, design, and construction of smaller or otherwise less complex capital projects. Will also assist Project Managers with such duties on larger or otherwise more complex capital projects. Additional responsibilities include administration of financial records, and the development and maintenance of project budgets, schedules, and reports. Responsible for the administration and maintenance of contract documents, daily work reports, correspondence, change order requests, change orders, and related project documentation. Responsible for the verification of work performed and the recommendation for approval and payment of the amounts invoiced by architects, consultants, and contractors. Assistant Project Management responsibilities run from project inception through final closeout and include coordinating with the Office of the University Architect, Department of Operations and Maintenance, and various School / Center representatives throughout the process. Responsibilities further include coordinating project meetings, issuing monthly financial status reports, and ensuring that proper permits and zoning ordinances are obtained. This is one-time funding, so the new staffing will be on a three-year term basis with the potential for extension as the workload requires.




Responsible for maintenance, development, and support of project management resources including the Capital Project Management Manual (CPMM), e-Builder training resources, and continuing education and professional development training resources, particularly, the lunch and learn training resources and events.




Job Responsibilities



+ e-Builder Capital Project Management System Administration duties including the following: 1) Onboarding and training of new users; 2) Cross-train on e-Builder project initiation; 3) User technical support; 4) License Management; 5) Provide reporting and report support; 6) Account configuration changes; 7) Project team assignments; 8) Attend e-Builder certification classes; 9) Act as Penn’s e-Builder liaison and represent Penn for e-Builder conferences; 10) Coordinate with FRES IT system administrator for more complex task, particularly with respect to e-Builder integration with other University systems; 11) Work with FRES IT to provide cross-training in basic system administration; 12) Work with FRES IT to review, communicate, and implement e-Builder updates and enhancements.


+ Assistant Project Manager duties include the following: Manages assigned small capital projects or assists in the management of larger capital projects to assure successful execution within established budgets and schedules. Manages small project financial transactions or assists in this management on larger projects. Utilizes e-Builder project management system. Assures timely payments to vendors. Develops and maintains schedules for small projects utilizing e-Builder or assists in this process on larger projects. Monitors construction quality to assure that the intent of construction documents is carried out and high quality, durable, and functional work is achieved. Takes corrective action through project team when necessary. Coordinates the planning, design, and construction of assigned projects with other University entities on small projects or assists in this coordination on larger projects including representatives of the Office of the University of Architect, Operations and Maintenance, Public Safety, Environmental Health and Radiation Safety and various University Schools and Centers. Prepares and obtains appropriate paperwork to support close out activities for all assigned projects and inputs these documents in e-Builder system.


+ Project Management Resources Development and Support including the following: Update the Capital Project Management Manual (CPMM); Update existing and develop new project management training resources including both e-Builder as well as project management processes and procedures; Coordinate filing maintenance for PM training resources and distribution; Assist with management of continuing education training including lunch and learns, project lessons learned, and other related continuing education presentations.


+ Other duties and responsibilities as assigned.





Qualifications


BA/BS in Construction Management, Engineering, Architecture, Interior Design, or field related to building design/construction management and 3- 5


years of experience that includes design or supervision of building renovations and/or new construction projects, and capital budget preparation and administration, or equivalent combination of education and experience required.




Proficiency with project management software such as e-Builder, skilled in Microsoft Office, and capacity to learn new systems.




Strong initiative with the ability to multi-task, prioritize, and work either independently or as part of a team consisting of a wide variety of individuals. Excellent communication and organizational skills.






Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Facilities and Real Estate Services





Pay Range

$51,824.00 - $87,000.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.










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.




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



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.