The Associate Director of Facilities Development & Capital Budget has a joint leadership responsibility for the full spectrum of programs administered by FDCB and serves as the primary adviser to the Director. The Associate Director is responsible for professional planning, design and public works contract administration for all of Western’s physical development construction and renovation projects. This position also serves as the institution’s primary representative for public works construction contracts, professional consultant services, design support services for projects constructed by Facilities Management, institutional facilities records management, and estimating capital requests.
Facilities Development and Capital Budget Leadership
Working closely with the Director, the Associate Director will oversee the full spectrum of programs administered by Facilities Development & Capital Budget (FDCB).
Working closely with the Director and the Assistant Director, Capital Budget, engage in communications with all areas of FDCB and the campus community to maintain a healthy customer-service and communicate information relating to projects within FDCB.
Provide leadership, direction, and guidance to project managers, architects, engineers, and on-site construction representatives through bi-weekly staff meetings, one-on-one talk times, project status reviews and participation on Steering committees.
Through development of metrics, review the performance of FDCB and recommend improvements aligned with best practices, budget changes, and changing policies.
Make recommendations to the Director and University executive leadership regarding the resolution of problems related to facilities design and construction.
Supervise and support a staff of 10-15 construction and project professionals including Project Manager Architects and Engineers. Oversee the planning, design, and ongoing progress of public works projects supervised and coordinated by staff. Conduct weekly staff meetings and bi-weekly individual employee progress meetings. Train and develop staff and ensure staff maintain professional licensure requirements as needed. Handle all supervisory duties as required by University policies and procedures.
Demonstrate strong interpersonal and creative problem solving skills by exercising solid independent judgment and strong professional ethics in all relationships within and outside the University.
Be responsive to, and participate in, University relationships with the state legislature, executive and advisory entities, and other state level decision makers by providing reports and other responses to inquiries.
Participate in Statewide committees to review policies, recommend revisions or help write new policies relating to capital development across the state.
FDCB Documentation and Recordkeeping
This position is the Architect of Record for sealing and signing required documents for projects prepared by FDCB staff.
Update University public works policies, procedures, consultant agreements, bidding documents, and contractor agreements either directly, or through staff.
Maintain and update consultant services standard contracts in coordination with the Assistant Attorney General and Contract Administration for campus.
Responsible for overseeing all recordkeeping related to individual projects and the University’s physical development, including models; maps; reports; studies; utility systems; manuals; campus floor plans, drawings, and Facilities Development & Capital Budget related web pages.
Responsible for directing staff in the development and maintenance of a vault record management system in accordance with University recordkeeping policies and procedures.
Public Works Contract Administration & Professional Consultant Services
Plan, coordinate and direct the development and implementation of project management for all capital and auxiliary public works construction projects and/or studies. This is accomplished by developing project specific budgets and schedules; participating in presentations to the Board of Trustees, OFM and the legislature; implementing selection of the consultant team, as well as, numerous special independent consultants; developing a process and recommending a committee structure to administrative leadership; negotiating multi-million dollar consultant contracts; developing informational and action items for Board of Trustees; direct and review the development of design and contract bidding documents; review and recommend award of contractors; direct staff and consultants in monitoring construction; and facilitate user occupancy of the completed facility.
Maintain effective communications with the campus community, consultants, contractors, neighbors, and Board of Trustees regarding public works projects. This is accomplished through meetings, presentations, mailings, websites, working with the University Communications Office, and dispersal of project status reports.
Manage complex and potentially contentious contractual issues related to multi-million dollar construction projects by directing staff regarding contractual language and serving on all major institutional project steering committees.
Authorize project progress payments and resolve disputes with project design teams and construction contractors through invoice review, maintenance of accurate payment documentation, review of contractual agreements, development and maintenance of a partnering process with contractors during construction, and the involvement of the project committee structure when appropriate.
Maintain and annually update a consultant roster for projects with a consultant fee within approved Board of Trustees limits.
Coordinate a program whereby client requests are processed through FDCB in a timely manner and that information gathered from clients identifies their perception of services performed. Educate clients regarding FDCB services and investigate and respond in a timely manner to complaints regarding services.
Design Services for Projects Constructed by Facilities Management
Plan, coordinate and direct the development and implementation of project management for projects constructed by Facilities Management. Utilize Facilities Management’s procedures to track FDCB efforts, decisions and documentation associated with these projects.
Capital Budget Development
Working closely with the Director and Assistant Director for Capital Budget, the Associate Director will participate in the development and estimating for the University’s capital budget.
Serve on Capital Budget Committee.
Meet with capital request submitters and refine capital request scope of work.
Develop capital request estimates and input information into the States Capital Budget tracking system.
Develop project schedules for capital requests including presentation materials, serving on committees, and inputting information into the States Capital Budget System.
Working closely with the Director and Assistant Director for Capital Budget, the Associate Director will maintain and review self-sustaining operating accounts to assure stability for Facilities Development.
Manage the self-sustaining finances of Facilities Development & Capital Budget by reporting & justifying variances between revenues and expenses. Prepare financial predictions that link staffing and workload with expected services levels to provide the data required for informed management decisions on actual service levels expectations.
Develop and maintain statistical data required to analyze and justify Facilities Development Office operational costs and recharge rate structure.
Develop cash flows, authorize expenditures and monitor spending for an annual operating budget.
Maintain accurate project labor records per employee.
Bachelor’s degree or higher in architecture, landscape architecture, engineering, or related field
Highly motivated leader demonstrating management experience with a professional staff encouraging team building, goal setting, self-motivation, delegation, and professional development
A State of Washington Professional Architect or Engineer license or the ability to obtain a Washington license within six months of beginning employment
Experience in capital development, planning, design, and construction
Experience in facilities budgeting and cost estimating
Experience in project management, contract management, and multiple project delivery methods
Strong written, verbal and interpersonal communication skills
Strong contract negotiating skills
Experience in dynamic work environments where multi-tasking and prioritization of tasks are required to meet tight or pressured deadlines
Demonstrated ability to work effectively with employees at all levels of an organization, as well as with outside agencies, and third party contractors
Ability to promote an equitable and inclusive work environment
Demonstrated ability to effectively supervise and collaborate with individuals from diverse backgrounds
General working knowledge of architecture, landscape architecture, space planning and management, financial planning for capital development, statistical analysis, mechanical engineering, traffic engineering, electrical engineering, civil engineering, structural engineering, geotechnical engineering, acoustical engineering, construction, hazardous materials abatement, and master planning
Intermediate working knowledge of Microsoft Office Suite including Word and Excel
Working understanding of CAD, BIM and GIS programs
Internal Number: 497669
About Western Washington University
Western Washington University, with over 15,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 83,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master’s-granting university in the Pacific Northwest, according to the 2017 U.S. News & World Report rankings.