Senior Level Planning Assistant Jobs

Position Summary :

Reporting directly to the Vice Chancellor for Real Estate, Facilities and Development, the Assistant Vice Chancellor (AVC) for Programming, Design, & Construction (PDC) manages the University’s Capital Plan and the Design Standards that govern construction within the built environment. Supervising a team of 24 architects, construction managers, planners, and support staff the AVC is charged with executing contracts necessary to build and renovate Vanderbilt’s Capital Assets, synthesize input for stakeholders to create a comprehensive master plan, and work with Vanderbilt University Maintenance Operations (VUMO) to create maintainable design standards. Additionally, the AVC is charged with creating and administering the necessary processes to efficiently and effectively execution the responsibilities within their portfolio.

About the Work Unit:

The Office of the Vice Chancellor for Real Estate, Facilities, and Development at Vanderbilt University is committed to upholding the University's vision by excelling in management, strategic initiatives, and operational success. The unit embodies the core values and mission of the university, working closely with key stakeholders to address complex issues that span across the University and its affiliates as well as coordinating with the Board of Trustees on complex and cross-institutional issues. Each member of the team is crucial in executing the strategic initiatives and advancing the university through strategic partnerships to strategically managing growth, optimizing campus resources and ensuring that infrastructure supports Vanderbilt’s evolving academic and research needs and its vision to become the world’s best-run university. The team supports the Vice Chancellor, Associate and Assistant Vice Chancellors and Executive Directors in managing the university's real estate, facilities, development, planning and operations, liaising with affiliates, and collaborating with the other Vice Chancellors, the Chancellor, and the Board of Trustees on multidimensional, university-wide concerns.

The combined REFD annual budget exceeds $150 million in operating expenses, and the division has approximately 600 employees. REFD manages major capital project expenditures totaling ~ $300 million annually and facility renewal, replacement, and large maintenance project expenditures totaling ~$20 million annually.

PDC is responsible for planning, executing, and evaluating activities related to completing new construction and renovation projects on behalf of Vanderbilt. PDC coordinates the design, bid, and management of the project in a safe, timely, and organized manner. They coordinate current and potential projects with all university stakeholders. PDC acts as a representative of the university to outside vendors/dealers/contractors to acquire adequate and competitive pricing.

Key Functions and Expected Performance:

Programming

• Conceptualize campus program needs into practical near and long-term planning options.
• Collaborate with University Stakeholders who are solving similar space needs to devise creative solutions to utilize space more efficiently.
• Serves as a key liaison to internal and external stakeholders to maintain strategic business relationships that foster development objectives.
• Develops, executes, and utilizes strategic planning analysis and research to determine long-term institutional needs and develop sustainable solutions.
• Develops operating policies and procedures to comply with facilities planning regulations, best practices, and institutional objectives.
Coordinates closely with the Executive Director of Planning to develop program options and approaches to solve specific space needs per the strategic initiatives of the University.

Communications with University Community

• Ability to clearly and concisely present key campus planning concepts and ideas with key university constituents, professional consultants, and university stakeholders both written and verbal formats.
• Maintains communications with the University community regarding project scope, budget, and schedules.
• Maintains project governance through Steering Committee meetings and upward.
• Develop and foster positive working relations with Metro Codes, Zoning, Fire Marshall, and other government agencies.
• Responsible to lead a cross functional team of experts in creating and maintaining standards for construction and renovation of the built environment.
• Uses technical acumen and experience to enhance maintainability and lower life cycle cost through the construction program.
Rigorously enforces standards and ensures deviations are properly waivered through a deliberate process.

Design Standards

• Responsible to lead a cross functional team of experts in creating and maintaining standards for construction and renovation of the built environment.
• Uses technical acumen and experience to enhance maintainability and lower life cycle cost through the construction program.
Rigorously enforces standards and ensures deviations are properly waivered through a deliberate process.

Contract Administration

• Ensure the PDC team adheres to consistent processes related to:
  • Review of A/E contracts
  • Review of drawings for constructability and completeness during design
  • Coordination of user meetings to review design.
  • Review of final documents for appropriateness to University expectations and quality assurance
  • Coordinate program changes or design modification during construction.
  • Review project with Metro Codes officials with consultants.
  • Coordination with stakeholders including Maintenance & Operations, Information Technology, and Sustainability to ensure that building, site, and infrastructure standards are reviewed with stakeholders for input and properly implemented.
• Provide problem solving assistance to stakeholders and users for cost of ownership and value solutions while maintaining University goals like with future flexibility, energy, sustainability, and community.
Perform/participate in material and products/equipment life-cycle evaluations and comparisons.

Pricing and Construction with Contractors or Construction Managers

• Ensure the PDC team adheres to consistent processes related to:
  • Clarification of university expectations on project during pricing phase.
  • Coordination of shop drawings and equipment review.
  • Review of project progress to ensure schedule compliance.
  • Assurance of quality control and contract conformance in construction.
  • Review and evaluation of construction changes to scope and budget during the construction phase.
  • Review job for final completion and acceptance.
  Close-out inclusive of as-built drawings, warrantees, and equipment and service manuals.
  

Supervisory Relationships :

This position has supervisory responsibility of the project management teams and reports administratively and functionally to the Vice Chancellor for Real Estate, Facilities and Development.

Education and Certifications:

• Bachelor's degree and professional experience in Architecture, Urban Planning, Space Planning, Urban Design, Engineering, or a closely related field is required.
Master's degree from an accredited University in a related discipline is preferred.

Experience and Skills :

• 15 years of relevant experience.
• 8+ years of experience leading teams.
• Ability to solve space and campus planning issues, understand urban planning context and collaborate as a team.
• Knowledge of campus planning.
• Skill in strategic planning.
• Familiar with best practices in signage and wayfinding.
• Knowledge of universal design principles and ADA compliance.
• Demonstrated ability to lead conversations and initiatives related to accessibility standards.
• Comfort to communicate in written, verbal, and graphic form.
• Comfort and ability to switch between competing tasks and priorities.
• Experience and comfort in working in a fast-paced environment and managing projects with internal and external stakeholders.