ADMINISTRATIVE MANAGER - Facilities and Space
School of Medicine:
Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.
Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
Administrative Manager, Facilities and Space
Provide overall administrative management and coordination of a variety of business related functions related to resource management for the Duke Department of Medicine (DoM). Responsibilities to include space and facilities planning and management, financial analysis and budget, information technology, maintenance and policy interpretation and dissemination. The position will support divisional and central office leadership in planning, coordination and management of resources, specifically space within DoM. The position reports to the Associate Chief Administrative Officer and entails working with departmental and divisional leadership and faculty members together with other key personnel across the University/School of Medicine and the PDC.
Work Performed / Responsibilities / Duties:
* Direct and plan all phases of the facilities, space and maintenance operations including building repair, design, modifications/renovations and or construction (as needed) together with office relocations. Monitor funding impacts on any renovation projects.
Represent department administration regarding facility and space planning projects, advice senior leadership regarding construction and renovation projects and proper space utilization.
* Manage/oversee space allocations to include ensuring space data in Web Central is updated for the Department. Work with University, School of Medicine (SOM) and department and divisional leadership on changes to departmental space. Prepare MOU agreements when space is loaned between DOM and another department/unit.
* Responsible for the financial analysis and review of space metrics and adherence to departmental and institutional policies. Work with PIs, and Division Administrators to ensure research space is being utilized effectively and all lab equipment (i.e. freezers and water systems) are properly labeled and have necessary support systems in place. i.e. alarm systems.
* Manage the process of departing faculty members who have research space and who may request transfer of Duke equipment to their new institutions. Ensure all appropriate approvals are in place prior to departure of faculty members. Be physically present at the time the equipment is being packed up to ensure only approved equipment leaves the institution.
* Educate, train and communicate to divisional personnel correct procedures associated with space management, including the proper disposal of equipment, cataloguing of assets and proper safety measures are in place for freezer maintenance.
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.
* Lead and manage special projects assigned by DOM Chief Administrative Officer and/or Associate Chief Administrator. Projects would include those related to process improvements in our tripartite missions in DOM- design, develop, implement and disseminate new policies & procedures. Also may include implementation of new system/policy changes from the School/University.
Assist with ad-hoc inquiries and analyses as requested by senior leadership.
* Develop & maintain the DOM Intranet site for facilities management and serve as liaison to other central administration groups such as Finance, Analytics and DOM-RA as a resource for content management and training.
Assist with management of DOM’s IT support provided by the SOM OASIS group, specifically held desk support provided across the departments
Work requires a general business back ground generally equivalent to a bachelor's degree in a business related field.
Work requires 4 years related business or administrative experience to EXPERIENCE OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR functions. acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative A master's degree in a business related field may be substituted for 2 years experience.
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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.