Type of Appointment: Full-Time, At-Will 

Classification: Administrator I 

Anticipated Hiring Range: $100,000 - $120,000 annually (Commensurate with qualifications and experience)

Work Schedule: Monday-Friday; 8:00am-5:00pm, unless otherwise notified 

Recruitment Close Date: Open until filled 

Priority Application Date: October 14, 2025

 

 

THE DEPARTMENT:

Facilities Planning & Management leads the planning, development, and maintenance of both the natural and built environment at Cal Poly Pomona. The department oversees the strategic use and management of the University’s land and facilities, covering areas like land master planning, project development, building design and construction, building occupancy, and infrastructure (including roads, transportation systems, telecommunications, sewer, gas, water, and electricity). FP&M is dedicated to preserving and enhancing the University's history, aesthetics, physical assets, and natural ecosystems through thoughtful planning, design, and construction of buildings, infrastructure, landscaping, and other physical improvements.

Design and Construction (D&C) specifically focuses on the coordinated development and asset management of the University's physical resources. This includes campus master planning, project development, and construction management. D&C works closely with the Chancellor's Office, state and local agencies, the University Foundation, and the broader University community. Additionally, the unit is responsible for developing the University's Capital Outlay Program and ensuring compliance with relevant building codes and regulations.

 

DUTIES AND RESPONSIBILITIES: 

Project Management

• Under general supervision of the Director of Design and Construction, the Project Manager is responsible for the development and management of capital improvement projects from design through construction and post construction phases as required by CSU & State Policy and Procedures, PolyStat and State Building Codes.
• Administers and interprets policies, procedures and guidelines.
• Effectively communicates and interacts with client and user groups, the campus community, and Facilities Planning Management (FPM) staff, outside agencies, consultants Office of the Chancellor, and others, to ensure projects are fully coordinated and complete.
• Provides technical expertise and recommends solutions to problems relating to projects and maintains an up-to-date knowledge of applicable laws and building codes.
• Performs initial code analysis and coordinates reviews with applicable regulatory agencies, required.
• Manages project document reviews, value engineering, constructability reviews, project estimates and reconciliation.
• Responsible for developing project feasibility, scope and program.
• Ensures projects comply with approved programs, CSU and University criteria requirements, and applicable codes.
• Obtains written project approvals from responsible campus groups and clients at the conclusion of each schedule milestone.

 

Project Design & Engineering

• Prepares requests for proposals (RFPs) for the selection and hiring of professional architectural and engineering services, etc., for capital projects and studies.
• Assists in the selection of architects, engineers, and other consultants.
• Determines contract scope of work, work product deliverables, fees, payment schedules, etc.
• Includes preparation of service agreements for service providers and contractors.
• Collaborates with the project team, including Facilities Design and Construction staff assigned to the project, and professional consultants engaged in design services.
• Approves professional consultant’s payment requests.
• Prepares scope of services and negotiates changes in scope of services and oversees the quality of the services provided as well as the progress of the consultant’s work.
• Manages, coordinates and prepares necessary materials for all project submittals and secures approvals, including Schematic Design, and Construction Document Plan approvals.

 

Construction

• Oversees and coordinates with Field Inspection Services to monitor the work of contractors involved in construction and consultants providing material testing and inspection services.
• Reviews and approves contractor and consultant progress payment requests.
• Ensures construction activities are carried out in compliance with contract documents, codes, and project specifications.
• Maintains oversight to ensure the timely completion of work and proper documentation, including “as-built” records.
• Reviews and approves contract change orders. Manages and monitors project close-out activities, including obtaining agency approvals, issuing certificates of occupancy, providing training, securing warranties, reviewing record documents and manuals, and ensuring the Certificate of Completion is issued, along with any other necessary tasks.

 

Budget and Schedule

• Prepares, manages, and is accountable for project budgets and schedules.
• Manages project milestone reviews for planning, schematic, preliminary and construction phases.
• Maintains accurate records of all project milestone approval and completion dates with supporting documentation.
• Reviews cost estimates for completeness and compliance with budgets.
• Prepares accurate project budget estimate (Form 2-7) and updates at conclusion of each project development phase.
• Assists the University Planner with the Responsible for and manages preparation of Capital Outlay Budget Change Proposals (COBCP) for project funding requests.
• Works closely with University Financial Services and FPM Business Services to financially manage the project and ensures project accounting records are complete.

 

Reporting, Bidding & Procurement

• Prepares project status reports and other reports as required, including forecasts on project budgets and schedules.
• Uses standard reporting formats and coordinates with the Director of Design and Construction to ensure project reporting requirements (campus and Chancellor’s Office) are met in a timely manner.
• Coordinates contract bidding and award processes with Procurement.
• Drafts Scopes of Work, RFQs, RFP, and other documents in support of service and construction agreements.

 

QUALIFICATIONS:

• Bachelor's Degree - A four-year degree in engineering, architecture, construction management, or a related field, or 10 years of relevant experience in project management or construction, including overseeing capital improvement projects, managing budgets and schedules, and ensuring compliance with building codes and regulations.
• DL NUMBER - Driver License, Valid and in State Valid CA Driver's license with insurance.
• Seven years’ experience in the field of architectural/engineering or construction management developing complex commercial, institutional, and/or University construction projects. and
• Working knowledge of:
  • California Building Code, ADA requirements, Public Works Contract Code
  • Concept, Schematic, Construction and Bid Document coordination
  • Administration of contracts for design professionals, various consultants and construction
• Construction Administration documentation including but not limited to minutes, field reports, responses to RFI’s, submittals, change orders, pay applications, releases and notice of completion and knowledge of the impacts of each one of these documents to the project and contracts.
• Strong interpersonal skills, the ability to work with various clients to develop and maintain productive working relationships across the divers University clients, contractors, consultants, etc.
• Knowledge of California building codes, construction practices, processes and procedures.
• Knowledge of professional service practices, preparation of Architectural/Engineering agreements.
• Knowledge of public works contract administration and construction management practices.
• Knowledge of capital project budgeting principles.
• Ability to lead project teams, manage budgets from design through construction close-out, collaborate with a variety of professionals and other staff members
• Ability to professionally communicate through written, verbal and graphic means.
• Ability to use keyboard.
• Possess mobility and dexterity necessary to achieve full access to an inspection of construction sites during all phases of construction.
• Demonstrate superior organizational, analytical, and creative problem-solving skills
• Demonstrate a team player attitude.

 

PREFERRED EXPERIENCE: 

• Current California Architectural or Engineer Registration, or equivalent Certified Construction Manager (CMAA) or similar certification (International Code Council, etc.) PM Software (Procore or similar), MetaBIM, Bluebeam.
• Experience with the Department of the State Architect (DSA)
• Most Complex and/or difficult aspect of this job: The most complex aspect of a Project Manager’s role in design and construction is managing multiple projects concurrently while balancing the needs of diverse stakeholders. The PM must effectively coordinate and communicate with various groups, such as clients, consultants, contractors, and regulatory bodies, each with their own priorities. This requires not only aligning expectations but also managing conflicts and ensuring timely updates to all campus stakeholders. Additionally, staying compliant with CSU and state building codes, policies, and procedures adds a layer of complexity, as any misstep can result in delays or legal issues. The PM must also ensure the project scope, quality, and budget remain on track despite the challenges of handling several projects simultaneously.

 

 

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the CSU Out-of-State Employment Policy. 

 

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the CSU Background Check Policy.

 

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  For more information, go to the Acceptable I-9 website. 

 

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

 

Conflict of Interest 

This position is a “designated position” in the California State University’s Conflict of Interest Code.  The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.  For more information, go to the CSU's Conflict of Interest Policy. 

 

Outside Employment Disclosure 

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request.  For more information, go to the Outside Employment Disclosure Policy. 

 

Child Abuse/Neglect Reporting Act (CANRA) 

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at the Child Abuse/Neglect Reporting policy.

 

Security & Fire Safety 

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.

 

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

 

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. 

 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.