Planning Specialist

1 week ago

Washington, United States American University Full time

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about

American University
Department:

Planning & Project Management

Time Type:
Full time
Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)
Union:

Excluded
Job Description:

Summary:
The Planning Specialist will support the design, implementation, and evaluation of plans, strategies, and policies for projects. As a member of the Office of Space Planning and Management (OSPM) and reporting to the Director of Planning and Project Development, this position will play a pivotal role in fostering collaborative relationships with stakeholders across the campus community, ensuring a cohesive approach to decision-making and project execution. The incumbent will develop design standards and guidelines integral to planning processes and outcomes to ensure that plans are aligned with the goals, objectives, and resources of projects. This position will also build and maintain peer relationships over time with all key representatives involved in projects of large and small scale. This critical position requires a professional who possesses exceptional communication and organizational skills, along with a proven track record in translating program needs into actionable project plans.

Essential Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Project Planning and Development:
- Contribute to the development, maintenance, advancement, and coordination of various campus planning and project efforts that align with the university’s mission.- Conduct site assessments to inform project decision-making.- Develop project scope of services as required for consultant solicitations (e.g., RFQs, RFPs, etc. ).- Coordinate the FF&E procurement process, including initiating and monitoring purchase orders, negotiating contractual terms with suppliers and contractors, and ensuring compliance with budgetary constraints and project schedules.- Manage the consultant selection, review, and award processes.- Conduct financial analysis and risk assessments to evaluate project feasibility, identify potential cost overruns or delays, and develop strategies to mitigate risks.- Support and manage the development of design standards and guidelines.- Communicate effectively while establishing productive and professional working relationships with vendors, design professionals, and other partners.- Identify opportunities for cost savings and value optimization by analyzing alternative materials, methods, and designs without compromising quality or performance.

2. Project Management:
- Coordinate and monitor the installation of FF&E including furniture, signage, and AV equipment.- Plan and execute move logistics, including space planning, furniture layout, and relocation schedules.- Maintain project documentation, including contracts, change orders, and meeting minutes.- Track expenditures ensuring alignment with approved budgets.- Review and process change orders, assessing the impact on project costs, schedules, and scope, and obtaining approvals as necessary.- Identify and assess potential risks and uncertainties that may impact project finances, developing strategies to mitigate risks and minimize financial exposure.- Review and approve invoices from vendors and contractors, verifying the accuracy of charges and ensuring compliance with contractual terms before authorizing payments.- Manage FF&E punch list and close out process.

3. Other:
- Manage and/or support special OSPM projects as assigned.- Perform other duties as assigned.

Competencies:
- Ability to provide efficient, timely, reliable, and courteous service to customers.- Ability to generate, aggregate, and coordinate similar and dissimilar data in varying formats.- Ability to prepare clear written and visual information to facilitate informed decision making.- Ability to comprehend, analyze, and interpret documents.- Ability to effectively present information.- Ability to solve problems involving multiple options and alternatives.- Ability to spatially understand and calculate space requirements.

Position Type/Expected Hours of Work:
- Full-Time.

Salary Range:
- $90,000-$95,000/year.

Required Education and Experience:
- Bachelor’s degree in Architecture, Planning, Interior Design, or related field or equivalent combination of education and experience.- 2+ years’ experience in architectural, planning, design, or other related fields.- Experience using AutoCAD and other graphic software programs.

Preferred Education and Experience:
- Master’s degree in Architecture, Planning, Interior Design, or related field.- Experience working in a higher-education setting.- Experience participating in or managing Master Planning initiatives.- Experience with a variety of

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