Planning Specialist

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 software packages routinely used in written and graphic communication, including but not limited to Microsoft Office Suite, Adobe, Photoshop, InDesign, Revit, Enscape and Bluebeam.

• Experience in the use of spreadsheets, presentation programs, and databases.

• Experience with principles, methods, and best practices of space planning and management.

• Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.

• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual's genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.