Program Manager - Permitting

Job Function Summary:

Under the general direction of the Designated Campus Building Official, the incumbent is accountable for project management services to campus departments to ensure a coordinated and timely project review and permitting from pre-submittal to the certificate of occupancy. This involves managing all projects throughout the building permit process from the initial conceptual review, 100% CD submittal and review, permit issuance, to final inspection and issuance of the certificate of occupancy. Coordinate a collaborative review process with a multidisciplinary plan review team, and design team to streamline the permit process. Acting as a single point of contact for Major Buildings Design and Construction, Campus Design & Construction (CD&C) and Health Design & Construction (HD&C) Project Managers, the Project Manager partners with internal reviewers and external stakeholders to create a predictable, transparent, and efficient permitting experience. Administer contracts with the IORs and reviewers including fee estimates and charges.

Generic Scope

Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.

Custom Scope

Under the general direction of the Designated Campus Building Official (DCBO), the Program Manager - Permitting serves as a customer-focused advisor, facilitator, and technical program manager responsible for guiding major and complex construction projects through the full building permit lifecycle from early conceptual review through certificate of occupancy. Acting as a single, consistent point of contact for Major Buildings Design and Construction, Campus Design & Construction (CD&C), and Health Design & Construction (HD&C) Project Managers, this role ensures a coordinated, transparent, and timely permitting process.

The Program Manager - Permitting partners closely with internal reviewers, multidisciplinary plan review teams, inspectors, and external stakeholders to navigate regulatory requirements, coordinate reviews and inspections, and resolve permitting challenges. This position manages projects from pre-submittal and 100% construction document review through permit issuance, construction, inspections, phased occupancy, and final closeout. In addition, the Program Manager - Permitting administers contracts and fees for Inspectors of Record (IORs) and third-party reviewers, supports continuous process improvement, and champions a customer-service mindset to deliver a predictable, efficient, and compliant permitting experience.

Department Overview

The organization of UCSF Real Estate is focused on the development, planning, delivery, and management ofphysical space for UCSF. Key responsibilities include a unified approach to oversee the active UCSF growth planned on a multi-site campus and to manage the complex metropolitan environments affecting capitalassets andprojects and efforts to align municipal challenges with maximum effectiveness in support of the UCSF mission.

UCSF Real Estate is an integrated unit that enables the alignment of development, planning, design, construction, and lease portfolio management. Services are provided through the following departments: Building Permit Services, Campus Design and Construction, Campus Planning, Construction Contract Administration, Health Design and Construction, Health Major Capital Projects, Real Estate Services and support through Business Intelligence, and Finance, Administration and Operations.

Finance, Administration & Operations is a cross-functional team that provides support to the advancement of UCSF Real Estate's strategic goals and long-term plans by providing value-added expertise and guidance in all operations. The team provides support for all UCSF Real Estate functions in the areas of fiscal management, budgeting & reporting, human resources, operations, administration, talent management, communications, organizational development, procurement, and capital project delivery and work collaboratively across the department to ensure operations are performed to the highest standards of customer service, accountability, and efficiency.

The combined UCSF Campus and Health organizations include approximately 198 UCSF and 38 contract personnel; operating/recharge budgets of more than $62.2M per year; current year capital project expenditures of $900M; and oversight and responsibility for > $13.3B long-range capital development.

Customer Advocacy & Permit Guidance

• Serve as the primary point of contact for CD&C and HD&C Project Managers throughout the permitting and inspection process.
• Meet with project applicants early to define scope, outline permitting requirements, and provide a clear, transparent roadmap of required reviews, inspections, and approvals.
• Guide and advocate for project teams by explaining permitting requirements, review steps, timelines, and expectations in clear, accessible terms.
• Support preparation of complete, well-coordinated permit submittals to promote efficient plan reviews.
• Proactively communicate permit status, risks, next steps, and potential impacts to schedules or occupancy.
• Ensure customer questions and concerns are addressed promptly, professionally, and accurately.

Construction Phase Oversight

• Coordinate with construction teams, IORs, SIORs, consultants, and campus stakeholders to align inspection schedules, construction milestones, and occupancy planning.
• Participate in and facilitate pre-construction meetings and ongoing coordination meetings during construction.
• Coordinate timely review and approval of RFIs, change orders, bulletins, and inspection issues to prevent delays.
• Assist with troubleshooting and problem-solving during construction, inspections, and final closeout.
• Ensure completion of punch lists, final inspections, and turnover of operations and maintenance manuals and record drawings prior to certificate of occupancy.

Collaboration, Liaison & Conflict Resolution

• Act as a liaison between Building Permit Services staff, consultants, inspectors, project teams, campus partners, and regulatory authorities.
• Facilitate collaborative discussions to resolve review comments, code questions, inspection conflicts, and disputed issues.
• De-escalate conflicts and guide discussions toward mutually acceptable, code-compliant solutions.
• Build and maintain respectful, productive relationships with internal and external stakeholders.

Project & Permit Coordination

• Manage all phases of the building permit process, including conceptual review, 100% CD submittal, permit issuance, construction, inspections, and certificate of occupancy.
• Determine required review and inspection disciplines and develop execution plans for each project.
• Coordinate multidisciplinary plan reviews and inspections to keep projects moving forward and identify barriers early.
• Support smooth transitions between intake, plan review, revisions, approvals, construction, inspections, and closeout.
• Facilitate phased occupancy and temporary certificates of occupancy, ensuring compliance with building and safety codes.

Budget, Contracts & Administrative Oversight

• Prepare and review cost estimates, schedules, and inspection budgets; establish milestones and monitor adherence to approved plans.
• Participate in procurement, selection, contracting, and fee assessment for IORs and third-party consultants in accordance with UCSF procedures.
• Manage consultant and inspection invoices and maintain controls for inspection budgets and schedules.
• Develop and maintain project management processes, controls, and documentation.

Systems, Reporting & Process Improvement

• Create and manage permitting projects in project management and automated permitting systems, including regular status updates and reporting.
• Generate monthly project status reports, including workload distribution for IORs and plan reviewers.
• Support implementation, optimization, and ongoing use of the automated permitting and electronic plan review systems.
• Serve as a system resource for customers and staff, including navigation, troubleshooting, and enhancements.
• Identify opportunities to improve clarity, efficiency, consistency, and customer experience across permitting workflows.

• Assist with development of customer-facing guidance, tools, training materials, and internal procedures.

Organizational & Program Support

• Assist the DCBO with development and implementation of policies, procedures, checklists, and office-hour programs.
• Establish and support plan review and inspection standards and workflows.
• Partner with Business Intelligence, IT, and external vendors to translate business requirements into system workflows and validate data.
• Support data validation, reporting, imports/exports, and end-user training.
• Serve on committees and perform departmental administrative activities as needed.
• Provide direction and leadership to the permitting staff, IOR, consultant reviewer(s), and project managers and analysts, for all projects through the permit, plan review and inspection process.

Required Qualifications

• Bachelor's Degree in Architecture, Engineering, Planning or in a related field, with 8-10 years of experience in managing all phases of capital projects; or an equivalent combination of education and experience.
• Three (3) years in specialized training such as mechanical, electrical and/or construction management.
• Experience supporting major capital or institutional projects within public agencies or complex, multi-stakeholder environments.
• Experience with leading customer experience improvements and/or system implementation initiatives, with familiarity in building codes and plan review processes.
• Advanced knowledge of building and construction, design, construction contract administration and California Building Codes, including advanced understanding of industry practices, or deep expertise in a highly specialized and critical discipline.
• Advanced project management skills to effectively manage highly complex projects, or highly specialized and critical project component.
• Advanced analytical, organizational and problem recognition / avoidance / resolution skills.
• Excellent customer service skills grounded in public service values, including transparency, accountability, equity, and responsiveness.
• Advanced written, verbal, and interpersonal communication skills, including the ability to communicate complex regulatory and technical information clearly and effectively to diverse audiences, negotiate solutions among competing stakeholders, and apply sound political acumen in complex organizational environments.
• Advanced ability to manage contractors and maintain compliance to the agreed-upon scope of work and budget.
• Advanced ability to build trust, credibility, and productive working relationships with internal teams, regulators, consultants, and external partners.
• Demonstrated ability to identify customer needs, anticipating challenges, and providing timely guidance to reduce uncertainty and delays.

Preferred Qualifications

• Professional License in Architecture, Mechanical, Electrical or Civil Engineering
• LEED Accreditation
• ICC certified Building Official
• ICC Certified Plans Examiner
• Certified Access specialist(CASP)
• Advanced knowledge of the organization, including its infrastructure, rules, regulations, policies and short and long range strategic building plans.

Required Qualifications

• Bachelor's Degree in Architecture, Engineering, Planning or in a related field, with 8-10 years of experience in managing all phases of capital projects; or an equivalent combination of education and experience.
• Three (3) years in specialized training such as mechanical, electrical and/or construction management.
• Experience supporting major capital or institutional projects within public agencies or complex, multi-stakeholder environments.
• Experience with leading customer experience improvements and/or system implementation initiatives, with familiarity in building codes and plan review processes.
• Advanced knowledge of building and construction, design, construction contract administration and California Building Codes, including advanced understanding of industry practices, or deep expertise in a highly specialized and critical discipline.
• Advanced project management skills to effectively manage highly complex projects, or highly specialized and critical project component.
• Advanced analytical, organizational and problem recognition / avoidance / resolution skills.
• Excellent customer service skills grounded in public service values, including transparency, accountability, equity, and responsiveness.
• Advanced written, verbal, and interpersonal communication skills, including the ability to communicate complex regulatory and technical information clearly and effectively to diverse audiences, negotiate solutions among competing stakeholders, and apply sound political acumen in complex organizational environments.
• Advanced ability to manage contractors and maintain compliance to the agreed-upon scope of work and budget.
• Advanced ability to build trust, credibility, and productive working relationships with internal teams, regulators, consultants, and external partners.
• Demonstrated ability to identify customer needs, anticipating challenges, and providing timely guidance to reduce uncertainty and delays.

Preferred Qualifications

• Professional License in Architecture, Mechanical, Electrical or Civil Engineering
• LEED Accreditation
• ICC certified Building Official
• ICC Certified Plans Examiner
• Certified Access specialist(CASP)
• Advanced knowledge of the organization, including its infrastructure, rules, regulations, policies and short and long range strategic building plans.