Medicine - General
Space Management Coordinator Job Summary
Manage Department of Medicine space, space planning, and space analytics for all locations across the department.
- Manage, update, and analyze the Department of Medicine's administrative, educational, clinical, and research onsite and offsite space. Manage departmental process for obtaining quarterly updates from each division. Cross-reference space file with monthly hires/terms list to proactively identify opportunities for updates in the system.
- Liaison with Plant Accounting to assist in the management of the biennial equipment inventory for the Department. Partner with the divisions to diligently search for equipment not initially found so that the Department has minimal lost equipment.
- Collaborate with Plant Accounting in preparing the F&A study for the Department of Medicine to ensure that the study captures accurate use of space and correct occupants for the year selected as the F&A study year.
- Educate, train and communicate to divisional personnel correct procedures for disposing of equipment and ensuring that equipment leaving our space is correctly catalogued.
- Manage the process of departing faculty who request transfer of Duke equipment to their new institutions. Ensure that all appropriate approvals are in place prior to departure of faculty member. Be physically present at pack up time of equipment so that we ensure only the approved equipment leaves the institution.
- Develop multi-year projections regarding the use of space. Control and maintain financial records of departmental space and contracts and inform appropriate staff members of financial state of various projects.
- Responsible for the analysis and review of space metrics, evaluate and communicate with the DoM Space Committee the efficiency of space use (e.g., direct and indirect dollars/sq. ft.).
- Coordinate Department Space Committee meetings, creating agendas, ensuring follow up from meeting, and coordination/execution of action items. Provide analytics for space request review and optimal planning.
- Maintain an up-to-date inventory that meets the institutional requirements for clearly identifying shared resources, including conducting an annual physical inventory of all research space and an every three-year inventory of all other space.
- Serve as the Department's liaison to the School of Medicine Planning Office concerning University policies and procedures, space administration and budgetary preparation and control. Ensure that DOM is up to date and working in parallel with SOM policies and procedures on expectations of metrics for direct and indirect dollars/sq. ft.; management of transitional space and processes for requesting additional space to Dean's office.
- Maintain an up-to-list inventory of unused space with historical context of prior occupants and use of space and costs/square foot.
- Oversee all departmental renovations to ensure that they stay within budget and provide assistance for project facilitation when needed.
- Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the departmental and divisional head in accordance with departmental precedents and policies.
- Prepare financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions.
- Conduct special projects as assigned.
1492 ADMINISTRATIVE COORD
Job Family Level
Full Time / Part Time
Regular / Temporary
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Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
Work requires a general business background generally equivalent to abachelor's degree in a business related field.
Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.A master's degree in a business related field may be substituted for 2 years experience.OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
Auto req ID
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.
Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.