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Director of Project Management (Full-Time)

Department: Facilities
Location: Miami, FL

POSITION: Director of Project Management

ROLE & LEVEL/GRADE: P6/7

DEPARTMENT: Facilities/Exhibits

DIRECT SUPERVISOR: Sr. Director of Safety & Facilities Management

SUMMARY: The Director of Project Management works collaboratively in a creative team environment to project manage and administer the planning and implementation of the exhibitions, technology, building infrastructure, capital improvements, major maintenance projects and other projects to be determined. Duties involve planning, directing and coordinating contract activities including: writing specifications for contracts; analyzing bids, negotiating contracts; establishing priorities and schedules; the resolution of technical, procedural and operational problems; evaluating contractor performance; and specifying appropriate actions to be taken to correct deficiencies. Working closely with the, Sr. Director of Safety & Facilities Management, VP of Exhibition Design and Development, VP of Technology, C.O.O. and others, he/she coordinates the work of internal and external design teams in the development, fabrication and installation of exhibitions, exhibition components, signage, building infrastructure repairs & changes, owner provided furnishings and any other museum projects as required, from concept through to installation for the Frost Science Museum through the following scope and phases:

Design and Planning:

  • Project manages the process for project development, coordinating internal and external design teams.
  • Research and recommends production bidders.
  • Prepares and submits design and production-related scopes of work for RFPs.
  • Manages the solicitation of subcontractors throughout the RFP process including: Responding to bidder questions, reviewing bids, coordinating interviews as necessary, and participating in decisions/recommendations for awarding production contracts.
  • Assists in review of the subcontractors throughout contract periods (these partners can include Interpretive Planners, Exhibit Designers, Graphic Designers, Systems Integrators, Exhibit Fabricators, Media Producers, Website Producers, and other expert consultants)
  • Resolves final scopes of services and fees as required.
  • In conjunction with legal counsel and administration, prepares, negotiates, and processes required contracts.
  • Develop and manage the budget for all projects.
  • Reviews initial bids, cost estimates, and phasing plans for the project
  • Analyzes project scope and on-going operational requirements to identify feasible cost-saving alternatives.
  • Establishes project records and documentation, generates meeting minutes and responds to exhibit RFI's (request for information)
  • Generates and updates the project collaboration tool to track tasks, risks, decisions and change requests.
  • Creates and monitors the project schedule. Issues updates to entire project team as required.

Production

  • Reviews work products (reports, interpretive plans, drawings, specifications, cost estimates, etc.), and if required, recommends changes (“value engineering”) to address functionality, budget constraints, or constructability issues
  • Monitors project progress and schedules
  • Provide regular reporting on the status of special projects, including open issues and barriers.
  • Reviews and negotiates changes in vendor scope of services or fees, if required
  • Coordinates and plans application and tracking of required permits.
  • Coordinates related activities of the Exhibit Teams, General Contractor/Construction Manager, and other consultants.
  • Reviews and analyzes production cost estimates.
  • Reviews and negotiates progress payments to vendors for payment by Client.
  • Reviews status of work on-site on a regular basis
  • Identifies and analyzes alternative courses of action for unforeseen conditions such as material shortages, work stoppages, etc.
  • In cooperation with the Exhibit Teams, reviews all change orders to the construction contract to establish their necessity, validity, and reasonable cost, and identifies possible alternatives as needed.
  • Negotiates and recommends approval of necessary change orders.
  • Updates and maintains projects production schedule.

Close-out

  • Assist the Sr. Director of Safety & Facilities with the commissioning of each project.
  • Conducts close-out of vendor contracts.
  • Coordinate the schedule for any vendor or contractor training of internal staff.
  • Finalizes and organizes all relevant project documentation, such as warranties, etc.
  • Reviews and negotiates final payments to vendors for payment.
  • Transfers documentation and operational responsibility to appropriate staff
  • Other duties and responsibilities as assigned.

MINIMUM JOB/EDUCATIONAL REQUIREMENTS:

  • Bachelor’s degree in design, Architecture, Engineering or other applicable fields.
  • Three to six years as a professional in project management in a fast-paced work environment.
  • Project Management Professional certification preferred.
  • Experience in both the design and construction management of exhibitions and or major capital improvements preferred.
  • Experience with science-based exhibitions, aquatic exhibits and living collections preferred.
  • Experience with the management of third-party contractors and vendors.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

  • Ability to develop financial plans and budgets and identify, secure and manage resources from traditional and non-traditional sources.
  • Ability to manage several efforts simultaneously and to manage complex project schedules.
  • Knowledge of and ability to manage and ensure compliance with Authority having jurisdiction, Museum policies, fire safety code, OSHA, AZA, AAM and ADA regulations and museum industry best practices.
  • Ability to use independent judgment and to manage and impart information to contractors, supervisors, and co-workers.
  • Ability to negotiate and oversee fulfillment of contracts with vendors and service providers.
  • Interpersonal communication skills: ability to manage teams.
  • Ability to make critical decisions, quickly and efficiently troubleshoot scheduling and management problems.
  • Skill in organizing resources and establishing priorities.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Superior oral and written communication skills. Spanish language skills an advantage
  • Proficiency with office computers and software tools, including project tracking systems, Excel, and AutoCAD

WORKING CONDITIONS AND PHYSICAL EFFORT:

  • Work is normally performed in both an interior and exterior environment.
  • Medium exposure to physical risk
  • Ability to work a non-traditional schedule as assigned, must be flexible.
  • Must be willing to relocate to South Florida as this is a full-time, onsite staff position.

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