Project Management Analyst

About the Role

The Project Management Analyst (PMA) supports the management of design and construction of capital projects, including renovations, expansions, new facilities, infrastructure, and landscape projects. Responsibilities include collecting, developing, and analyzing technical data to determine project requirements, preparing specifications, estimating costs, and establishing completion timelines.

This role is integral to UCSF Real Estate, providing comprehensive capital project support throughout the department. The PMA oversees and coordinates tasks within project teams, contributes to planning, maintains compliance documentation, reviews contracts and financial data, monitors progress, and conducts project analyses. The position ensures projects remain on schedule, within budget, high-quality, and aligned with client program needs.

Key services include supporting all phases of project management—from concept through closeout—such as initial scoping, budgeting, funding, invoicing, procurement, construction management, financial reconciliation, budget and schedule tracking, and project closeout for both large and small initiatives.

Frequent collaboration with internal UCSF departments (e.g., Finance Service Center – Capital Accounting, Supply Chain Management, Facilities, Budget Office) and external consultants and contractors is required. Adherence to University policies and procedures, along with effective coordination, is fundamental.

Responsibilities

• Support budget and cost control for capital projects, including financial report analysis and preparation of project dashboard reports.
• Oversee and coordinate tasks within capital project teams, ensuring adherence to system policies and procedures.
• Contribute to project planning, maintain compliance documentation, and review contracts and financial data.
• Monitor project progress and conduct analyses to ensure projects are on schedule, within budget, and meet quality standards.
• Provide analytical support for project management services, including initial scoping, budgeting, funding, invoicing, procurement, construction management, and closeout.
• Collaborate with internal departments (e.g., Finance, Supply Chain, Facilities) and external consultants/contractors.
• Apply advanced project management skills and methodologies to diverse assignments, ensuring compliance with policies and procedures.
• Exercise sound judgment in addressing issues of moderate scope and complexity within established guidelines.
• Identify inefficiencies and propose process improvements to enhance project efficiency.
• Strategize for long-term project success, analyze complex situations, and maintain attention to detail.

Requirements

• Bachelor's degree in a related area (e.g., administrative support, analysis, project management) and 1–3 years of relevant experience, preferably in a complex university, large commercial, or institutional setting.
• Demonstrated ability to monitor project budgets, evaluate vendor estimates, and review payment requests.
• Strong verbal and written communication skills, with the ability to prepare clear, concise, professional reports.
• Experience managing vendor relationships and coordinating with contractors, property managers, and project stakeholders.
• Proficiency with Microsoft Office Suite.
• Strong organizational, analytical, and problem-solving skills.
• Detail-oriented with the ability to accurately proof contracts and other documents.
• Ability to analyze information from multiple sources.
• Demonstrated ability to work independently and as part of a team while managing multiple competing priorities.

Preferred Qualifications

• Working knowledge of hospital design and construction project processes.
• Knowledge of building codes and regulatory requirements, including Title 22 and OSHPD.
• Understanding of industry practices related to construction and capital projects.
• Experience working with UCSF business systems.
• Knowledge of LEAN principles.
• Experience using database software tools.
• Knowledge of project management and project controls.
• Thorough understanding of industry contracts and their terms and conditions.

Department Overview

UCSF Real Estate focuses on the development, planning, delivery, and management of physical space for UCSF. Responsibilities include overseeing active campus growth across multiple sites and managing complex metropolitan environments affecting capital assets and projects. The department aligns municipal challenges with UCSF’s mission through integrated services, including:

• Building Permit Services
• Campus Design and Construction
• Campus Planning
• Construction Contract Administration
• Health Design and Construction
• Health Major Capital Projects
• Real Estate Services
• Benioff Children’s Hospital Oakland Capital Program Management
• Business Intelligence, Finance, Administration, and Operations

This position supports UCSF Benioff Children’s Hospital Oakland (BCH Oakland) as part of UCSF Health. The combined UCSF Campus and Health organizations include approximately 198 UCSF and 38 contract personnel, with operating/recharge budgets exceeding $52.2M annually, current-year capital project expenditures of $900M, and oversight of over $13.3B in long-range capital development.