Job description

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Manage, plan and coordinate activities associated with the physical, environmental and security conditions of all Divinity facilities; secure services to meet needs for physical aspects of daily operations, maintenance, repairs, renovations and new construction and support administration and operations as assigned.

Work Performed:

Perform support services in the following areas:

Facilities Use

Manage, plan, coordinate and monitor the physical, environmental and security conditions and general maintenance of the building facilities of all Divinity buildings.

Analyze building conditions and management resources and advise other administrative officials regarding building conditions and utilization as affected by repair/maintenance/enhancement activities.

Coordinate space planning and management with Associate Dean(s) and Registrar for office and classroom assignments. Manage classroom and meeting room calendars.

Supervise and manage vendors to perform all moves and relocations. Manage space plan for office furniture. Make work assignments and coordinate multiple maintenance trade activities where appropriate.

Manage Divinity's telephone and voicemail services. Update and distribute lists as appropriate. Coordinate changes as needed with Duke OIT.

Facilities Maintenance

Secure and coordinate related services with appropriate departments or outside organizations including, but not limited to, housekeeping, heating ventilation air conditioning, structural and cosmetic repairs, and maintenance of safety features.

Supervise the ongoing and preventive maintenance of Divinity's facilities.

Recommend, supervise and manage all day-to-day maintenance and repair work, including but not limited to, buildings, furnishings and equipment.

Secure services to meet departmental need for maintenance and repairs.

Coordinate school cleaning schedule and needs with housekeeping supervisor and staff.

Maintain office furniture repair/replacement schedule.

Renovation Projects / New Construction

In consultation with the Associate Dean for Finance and Administration and the Dean of the Divinity School develop priorities for the enhancement, repair and modification of building facilities.

Solicit proposals and/or bids from alternative service providers and make recommendations to the Dean of the Divinity School for optimal selections.

Recommend and manage facility improvement projects to include inspection, final acceptance of materials and finished product, and ensuring compliance with departmental standards.

Coordinate bids and Secure services to meet departmental need for renovations and new construction.

Monitor financial activity related to renovation and construction projects.

Interface with all applicable Duke departments and external vendors to ensure that projects are running efficiently and according to schedule.

Serve as Divinity representative for all OAC (owner/architect/contractor) meetings.

Manage and coordinate all construction schedules and changes and notify appropriate Divinity staff/faculty as needed.


Manage the procurement and provisioning of Divinity supported cell phones.

Manage procurement and furniture requisitions by working closely with furniture vendors to obtain quotes for the school.

Administrative/Operations Support

Manage card access to buildings and distribution of physical keys.

Supervise and support operations of mail/copy center including distribution of mail and fulfillment of copy/scan requests.

Review financial activity of assigned funds to ensure compliance with Duke University and departmental policies and procedures.

Perform long and short-term planning for building and operating budget expenditures; work with financial/accounting staff, Duke Facilities Management and Duke financial services regarding expenditure monitoring, proper billing and resolution of questionable charges.

Maintain the Divinity telephone and office directory. Coordinate electronic board revisions with Divinity’s OIT department.

Work with Plant Accounting to maintain database inventorying all physical assets over $5,000. Work also with Plant Accounting to maintain the Web Central Database for all space in Divinity.

Liaison with various entities including: housekeeping, facilities management department (FMD), procurement services, employee travel & reimbursement, accounts payable, parking services, real estate office, key shop, office of information technology (OIT), plant accounting, environmental services, fire and safety department, and other Duke schools/departments, and outside vendors.

Serve as the Divinity School representative on the Duke University Emergency Management Council. Inform School leadership of necessary alerts and emergency preparedness procedures as needed. . Lead and participate in implementation of emergency plans for assigned buildings.

Other Duties as Assigned

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Minimum Qualifications


Work generally requires the ability to coordinate activities, analyze diverse situations and recommend appropriate conclusions normally acquired through completion of a Bachelor's degree program.


Work generally requires the ability to organize and coordinate a variety of facility maintenance and management activities normally acquired through three years of directly related experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob 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.




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Job No:
Posted: 10/24/2020
Application Due: 11/8/2020
Work Type: