Assistant Director

• This position is for Office of Campus Infrastructure and Services (OCIS).
• Project Management, Coordination & Collaboration:
• Oversee the project coordination, and where necessary to lead committees to ensure that project deliveries are adhered to, meeting the intent of both stakeholders, space users balancing against budget and timelines.
• Be responsible for managing and facilitating the relationship between the organization and its contractors, coordinating closely with existing team. In addition to ensure contractors understand project requirements, adhere to organizational standards, and meet contractual obligations.
• Collaborate with project managers, business units, and external consultants to ensure that stakeholder expectations are clearly understood and met.
• Act as the liaison between project teams and stakeholders, facilitating clear communication, gathering feedback, and ensuring alignment on project goals and milestones.
• Ensure proper handover and taking over of spaces, pre/post renovation works. (including helping to manage defects and client feedback).
• Facilitate regular stakeholder meetings, workshops, and presentations to communicate project progress, changes, and key decisions.
• Drive and document steering committee meetings, ensuring clear action items, follow-ups, and alignment with project objectives.
• Assist in coordinating project timelines, deliverables, and milestones to ensure smooth execution.
• Space Planning:
• Co-Lead the design process, collaborating with architects and designers to create innovative and functional workspace solutions.
• Ensure design concepts align with organizational feedback, culture, brand identity, and operational requirements and help identify initiatives that could promote sustainability.
• Assist in space planning initiatives, working closely with facilities and project teams to optimize resource allocation and usage.
• Participate in space planning discussions to align facility needs with organizational goals and project requirements.
• Monitor existing space planning initiatives, ensuring alignment between proposed project with existing space planning initiatives.
• Reporting & Documentation:
• Prepare and present regular stakeholder engagement reports to senior leadership, summarizing feedback, concerns, and progress in addressing stakeholder needs.
• Maintain accurate records of stakeholder interactions, meetings, and correspondence for reference and transparency.
• Create and distribute internal and external communications, such as project microsite, updates, and project briefings, to keep stakeholders informed.
• Ensure documentation of project management processes, space planning efforts, and steering committee decisions.
• Issue Management & Conflict Resolution:
• Proactively identify potential risks or concerns that could impact stakeholder relationships or project progress and develop strategies to mitigate these issues.
• Address conflicts or misunderstandings between stakeholders and the project team promptly and professionally, ensuring resolution in a timely manner.
• Continuous Improvement:
• Continuously evaluate and improve stakeholder engagement strategies to ensure the highest level of effectiveness and satisfaction.
• Gather and analyze stakeholder feedback to enhance future projects and improve engagement processes.
• Implement best practices in project management, space planning, and steering committee documentation to enhance organizational effectiveness.
• Stakeholder Engagement & Communication Strategy:
• Develop and execute a comprehensive stakeholder engagement strategy to ensure effective communication and alignment with internal and external stakeholders.
• Serve as the primary point of contact for all stakeholder-related inquiries, providing timely updates and addressing concerns or issues that may arise.
• Establish and maintain positive, long-term relationships with key stakeholders, including senior management, faculty, departments, external partners, and vendors.
• Regularly assess and assess stakeholder needs and adjust engagement strategies to ensure ongoing support and buy-in.
• Other duties as assigned.

Qualifications

• Relevant degree in Interior Design, Architecture, Engineering, civil / building, or equivalent.
• Minimum of 10 years of experience in stakeholder engagement, management of multi-disciplinary teams (architects, engineers, contractors), contractor liaison, space planning and management (including renovation of the said spaces), project management, or a related role, with at least 3 to 5 years in a senior lead position.
• Several years of experience in engagement, partnerships, or related fields, with a strong understanding of stakeholder management and communication.

• Leadership Skills:

• Ability to lead and motivate teams, manage projects, and work effectively with diverse stakeholders.

• Communication Skills:

• Excellent written and verbal communication skills, with the ability to present information clearly and persuasively.

• Relationship-Building Skills:

• Ability to build strong relationships with a wide range of stakeholders, including internal and external parties.

• Project Management Skills:

• Ability to manage projects from start to finish, including planning, budgeting, and implementation.

• Problem-Solving Skills:

• Ability to identify and resolve problems effectively, while staying calm under pressure.

• Analytical Skills:

• Ability to analyze data, identify trends, and make informed decisions.

• Soft Skills

• Prior experiences in management of multi-disciplinary teams (architects, engineers, contractors),

• Prior experiences in workspace management (across different sites) and experiences in conducting office space renovations, space optimization.
• Proven ability to manage relationships with senior leaders, cross-functional teams, and external partners.
• Excellent communication, interpersonal, and presentation skills with the ability to engage stakeholders at all levels.
• Strong problem-solving skills, with the ability to handle difficult situations and resolve conflicts effectively.
• Ability to manage multiple priorities and thrive in a fast-paced, dynamic environment.
• Experience in managing large-scale projects within a higher education or corporate setting.

• Knowledge of the specific challenges and opportunities in workspace design.

• Technical Skills:

• Familiar / usage of project management tools.

• Experience with space management software (Planon, AutoCAD).
• Understanding of AI-driven scheduling and IoT-based tracking for real-time space monitoring.

Other Information

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.