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Duke University Job Description: |
Job Title: ASSIST DIR, SPACE MGMT & OPERATIONS |
Job Code: 1397 |
FLSA: E |
Job Level: 15 |
Revised Date: 03/31/2025 |
Job Family: JF 28 |
Reporting to the Director of Space Management, this position is responsible for the development, management, and oversight of the building operations services that support SOM research and education facilities. This will include general maintenance and upkeep, research facilities support services coordination, building management and access control and security, room scheduling and event support, and shared workplace management.
Leased Facilities Operations & Building Management:
Assist in the oversight of the facilities operations and building management of SOM off site leased properties.
Liaise with the Property Manager in the planning, coordination, and monitoring of activities associated with the physical, environmental, and security conditions of the property.
Oversee and direct the day to day facility operations and support services associated with wet lab and clinical research within the property, including maintenance of building equipment and lab infrastructure systems and management of building service areas.
SOM Building Operations & Support Services;
Assist the Director in the day to day oversight of the physical and environmental conditions of the Schools buildings and grounds and ensure all areas portray a desired image.
Direct building support services coordinators in the routine rounding and inspection of building common areas, loading docks, and meeting rooms, and ensure areas are in the highest state of readiness.
Meet regularly with environmental services, grounds, and waste management to monitor progress, address concerns, and resolve issues uncovered during rounding.
Ensure that building support services are reviewed on a regular basis with service providers and that operational standards are met.
Develop, plan, and coordinate new building support services and contracts that meet the Schools operational and research and educational space requirements. Services may include, but are not limited to, biological waste disposal, recycling, and equipment monitoring. Solicit proposals and negotiate bids from service providers where appropriate and make recommendations for optimal selection.
Assist the Director in the planning, developing, and monitoring of SOM Building Support Services budget.
SOM Facility Infrastructure and Maintenance Support:
Along with the Director, act as Liaison with Engineering and Operations regarding SOM facility maintenance and operational issues.
In support of the continuity of research and educational operations, make regular recommendations to E&O in the prioritization of repairs, preventative maintenance, and enhancement projects for the facility infrastructure.
Ensure appropriate communication and coordination of maintenance and construction activities with building and user operations. This may involve pulling together large groups of impacted individuals to ensure the impact is mitigated and effectively communicated.
Integrate and analyze data from all sources (i.e., daily building inspections, maintenance requests, incident reports, etc.) to identify problematic patterns and trends. Develop and provide reports for administration outlining issues and recommending remedial actions.
SOM Access Control, Safety, And Security Management:
Provide oversight for building access control for SOM facilities, including, but not limited to, development and implementation of access policies and clearances, authorization and coordination of locking and unlocking of exterior and common facility doors, and approving and sponsoring badge access.
Work with E&O and ensure programming and operations of access control and intercom systems meets the schedule and operational requirements of the users of the research and educational spaces.
Along with the Director, act as Liaison with Duke Police and E&O regarding all issues related to security and access control systems. Ensure that University data access policies are followed.
Act as primary point of contact alongside Duke Occupational and Environmental Safety Office (OESO), Fire and Life Safety Division with the City of Durham Fire Marshal building inspections.
Ensure SOM facilities remain compliant by following up with department space contacts and operational support services to correct deficiencies.
SOM Room Scheduling, Event Support, and Shared Workplace Management:
Direct room scheduler and building support service coordinators in the scheduling and coordination of centrally managed classrooms, auditoriums and meetings rooms within the SOM space portfolio.
Provide oversight of event building support services within the event spaces in the Trent Semans Center for Health Education and the SOM Faculty Center in the Seeley G. Mudd Building.
Manage day to day office operations and building support services for a shared workplace and touchdown office floor for departments within SOM Central Administration.
Oversee and develop requirements for the programming, implementation and management of a new software system for room scheduling and shared workplace management.
SOM Disaster Response Team for facilities related disasters:
Assist the Director in coordination and communication of disaster response ensuring all necessary parties are incorporated into the response.
Provide direction and oversight to building support services involved in the rebuild or return to operations.
Supervision and Leadership SOM Building Operations and Support Services Team:
Manage staff to accomplish all Department activities related to building and facilities operations and support services, room scheduling and event support, and shared workplace management.
Perform other related duties incidental to the work described herein.
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.
| Education/Training: | Work requires analytical, communications and organizational skills generally acquired through completion of a bachelors degree program in a related field and professional credentialing as a Facility Management Professional (FMP) by the International Facility Management Association (IFMA). |
| Experience: | Work generally requires the ability to organize, coordinate and manage a variety of activities normally acquired through five years of directly related experience in facilities or building management, building support services and event operations. Prefer minimum of two years' experience in university or institution setting and in the supervision of staff. |
| Skills: | Knowledge of design and construction, event and building support services. Knowledge of maintenance, environmental services and grounds inspections. Knowledge of building access and security systems. Knowledge and ability to use facility and space management software including Archibus, EMS, 25Live, etc. Ability to plan, manage, and coordinate activities within assigned projects related to building management and facility operations. Ability to communicate effectively with people from any level of the organization and from many diverse backgrounds. Ability to supervise, evaluate and train others. Ability to build and sustain positive and collaborative working relationships with a wide range of constituents Ability to perform a variety of important, confidential and complex tasks with constantly changing priorities. Ability to bring together separate teams to achieve a common goal. Strong commitment to quality assurance and customer service. |
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an 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, (including pregnancy and pregnancy related conditions), sexual orientation, or military 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.
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.