Executive Assistant To President Jobs in Rochester, NY

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

271 East River Rd, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100035 Assoc VP Office of Facilities

Work Shift:

UR - Day (United States of America)

Range:

UR URG 121

Compensation Range:

$206,300.00 - $330,100.00

Responsibilities:

The Associate Vice President (AVP) for Planning, Design, and Construction (PDC) provides strategic leadership and executive oversight for the planning, design, and construction of all large scale capital projects across the University enterprise. This role ensures the institution's built environment supports its mission of education, research, and clinical care, aligning physical infrastructure with strategic goals. The AVP leads a multidisciplinary team responsible for campus planning, architectural/engineering design, and project execution.

Business Operations & Financial Management

• Provide executive leadership and management to PDC, providing supervision, engagement, and operational support, while creating a positive workplace that is highly proficient in the delivery of world-class facilities solutions. Monitor and evaluate the performance of project managers of various specialties and experience levels, construction administrators, program analysts, and administrative staff.
• Manage the PDC operational functions including HR & Finance.
• Organize the staffing model to support the diverse needs of projects across the institution.
• Develop the appropriate staffing plan to manage the project workload, including strategy for addressing variations in capital expenditures.
• Lead recruitment and training for the PDC staff.
• Manage roles and responsibilities of PDC staff. Collaborate with project stakeholders to maintain clear, efficient, and effective distinction of roles & responsibilities.
• Maintain a reporting platform for all active projects to inform stakeholders of critical information, including financial and schedule data.
• Manage the financial team within PDC for adequate tracking of project budgets, payments to contractors and suppliers, etc.
• Responsible for quality control of project data in computerized project management system related to construction activities.
• Ensure that PDC Directors oversee administrative requirements on construction projects.
• Ensure that PDC Directors monitor construction inspection and quality control activities.
• Coordinate with the Office of General Counsel as needed for assistance and compliance with legal matters concerning real estate and property management including acquisitions, leases, and purchases, and all associated documentation, contracts, reports, correspondence, etc.
• Coordinate with the Office of the Fire Marshal and Building Inspectors for input and compliance with building and fire code laws and regulations for existing conditions and construction projects, etc., as needed.

Capital Project Delivery

• Oversee the successful delivery of new construction, renovation, and infrastructure projects from inception to completion.
• Manage budgets, timelines, and quality standards across a diverse portfolio of projects.
• Ensure compliance with federal, state, and local regulations, building codes, and institutional policies.
• Establish project governance, procurement strategies, and reporting structures.
• Manage documentation of contractor training for site safety requirements.
• Manage field management staff for adequate on-site coverage of projects under construction.
• Maintain front end (Division 00 and 01) Specifications & Exhibits.
• Develop and manage standard methodology for project estimates across all projects.
• Advise clients and project team members on the recommended method of project delivery.
• Oversee the selection of design consultants and manage the process of bidding or selecting construction contractors for PDC projects. Interview prospective architects, engineers, contractors, and other third-party consultants /vendors and prequalify those suited for University work. Maintain a system to evaluate performance, in order to provide feedback to third-parties and for consideration in selection for future work.
• Shepherd PDC capital projects through the University and Board approval process, presenting to the Facilities Committee and other committees as required.

Strategic Planning and Leadership

• Develop and maintain a comprehensive Facilities Master Plan aligned with institutional priorities.
• Lead long-range planning for campus growth.
• Serve as a key advisor to the Academic Center and Medical Center leadership on capital investment and campus development strategies.
• In cooperation with other project delivery stakeholders, establish and maintain a University Project Delivery guide that includes all University processes and procedures for capital project planning and execution.
• Responsible for strategic oversight of critical project issues, advance identification of potential schedule impacts, and risk assessment and management.
• Lead the maintenance of policies and procedures for the construction of capital projects, including but not limited to PDC staffing models, construction project management, and quality control.

Capital Planning

• Assist University client groups with conceptual project planning that includes programming, scope, phasing, & budgeting.
• In collaboration with University clients, develop a comprehensive capital plan forecast that can be utilized for financial planning.
• Work collectively with other Facilities business units to align prioritization, management, and execution of capital improvements.
• Manage the University Architect and planning team to provide direction for project development consistent with Facilities Master Plan.
• Manage a project pipeline report that is distributed to all key stakeholders.
• Responsible for overseeing Institutional Development Plans with the City of Rochester, the Town of Brighton, and other municipalities where the University of Rochester has facilities and maintains zoning development plans.

Stakeholder Engagement and Communication

• Maintain strong relationships with academic, clinical, and administrative units.
• Communicate project goals, status, and impacts to stakeholders at all levels.
• Serve as a liaison with community organizations, regulatory agencies, and local government.
• Execute a consistent communication and coordination methodology (Project Management Team meetings, Finance meetings, QA/QC meeting, etc., for staff managing the projects.
• Manage the process of developing and making presentations to local township commissions and boards to obtain all necessary project approvals.

Procurement Management

• Lead the management of Procurement policies and procedures that may apply to Capital projects, including pre-qualifications, set asides, compliance requirements, and contracts and agreements.
• Work with the University Procurement Office to identify areas of, and options for, improvements and efficiencies.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's Degree in architecture, engineering, planning, or a related field required.
• Minimum 10 years of experience in the management of staff, as well as multiple complex construction projects, ideally in a highly complex education, research, or medical environment
• Or an equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated successful interpersonal communication and leadership skills
• Demonstrated working knowledge of applicable building codes and regulations, building systems (mechanical/electrical/plumbing/enclosure) in laboratory and healthcare environments
• General knowledge of LEED certification process or similar environmental design standard, as well as long-range capital planning

LICENSES AND CERTIFICATIONS: LEED AP, project management, and/or construction management certifications

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University's Mission to Learn, Discover, Heal, Create - and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status,or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.