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ASSOCIATE DIRECTOR, DUML
Job Title: ASSOCIATE DIRECTOR, DUML
Job Code: 2631
FLSA: E
Job Level: 15
Revised Date: 11/01/2021
Job Family: JF 28
Occupational Summary
Coordinate all operations for the Duke University Marine Laboratory (DUML), Duke University's residential campus in Beaufort, which hosts educational programs for undergraduates, professional, doctorate, non- degree students, and visiting scholars. The Associate Director serves as the primary liaison between the Marine Laboratory and relevant units on main campus, including Facilities Management Department, Student Affairs (Housing and Residence Life and Dining Services), and the Nicholas School of the Environment.
Work Performed
Manage the resources of DUML, including facilities, staff, and services, to meet research, educational and fiscal requirements. The Marine Lab campus has multiple reporting lines (within and outside of NSOE) and consists of 23 buildings, including dormitories, a dining hall, a student center, classrooms, research laboratories, research buildings, a tank farm, piers, docks, three DUML managed research vessels (R/V Kirby Smith, R/V Barber and R/V Shearwater), kayaks, canoes, and paddle boards.
Coordinate DUML business support operations and special projects and manage daily island operations. Provide oversight of administrative and campus activities, in collaboration with DUML Director, Nicholas School of the Environment (NSOE) and local authorities. Work with local Dining Hall and Residence Life managers to ensure business lines are fiscally responsible while achieving DUML mission objectives. Act as DUML representative for all campus projects, including project planning, community notifications, and budget stewardship as appropriate.
Maintain DUML sense of community, fostering collaboration, inclusiveness and respect for faculty, staff, and students.
Serve as Director of the campus in absence of the DUML Director.
Coordinate DUML events, special projects, space, and facilities. Manage relationships with direct supervisors, coordinate and proactively communicate with direct supervisors as needed to identify problems and develop solutions.
Direct logistical support for specific programs and initiatives such as research collaborations, community events, new initiatives, or conferences.
Manage DUML space to ensure efficient use of DUML facilities and fulfillment of operational requirements for projects and events. Ensure that the historical value of DUML campus is maintained and preserved.
Develop and implement policies and procedures designed to support DUML's operational relationship with constituents from Duke's Durham campus and external University constituents in the areas of legal contracting, risk management and facilities management consistent with established Duke policy frameworks.
Provide oversight of DUML Marine Operations. Work closely with DUML Marine Operations manager to ensure DUML vessels and marine operations personnel remain in compliance with US Coast Guard regulations, including vessel inspections, safety equipment, drug testing and proper certification/licensure; ensure vessels meet the scientific and research needs of the DUML community; ensure DUML piers, docks and oceanography building are inspected, maintained, and meet proper safety standards and ensure that the business line is fiscally responsible.
Manage the R/V Shearwater program and serve as liaison between DUML Marine Operations manager, Captain, crew, and university leadership to ensure effective management. R/V Shearwater program has an endowment, with education, research, and outreach missions. The R/V Shearwater is a floating research laboratory providing an ocean-going research platform for Duke and external researchers capable of multiple overnights at sea. The outreach mission of the R/V Shearwater includes local middle school and high school populations, targeting minority-serving and rural, underserved school systems.
The administration of the education, research and outreach programs for the R/V Shearwater program requires detailed oversight of budgets, contracts, liability release forms, field based medical coverage, project and time management, operational policies/protocols (e.g., COVID-19 response) and liaison with university legal counsel and Corporate Risk. Vessel operations must occur efficiently without risk of liability to the university. This is Duke's only ocean-going research vessel and thus requires a high level of oversight to ensure safe and efficient operations.
Oversee all emergency management procedures for the Marine Laboratory and coordinate with various constituencies on Duke's main campus and local emergency management authorities as needed.
Participate in National Weather Service storm briefings, monitor and communicate storm predictions to DUML Director, DUML Emergency Response team, Duke University VP for Administration, and DUML community. Communications include notifications on the DUML website, emails, emergency message line, emergency text messages, etc.
Organize DUML Emergency Response team and establish a clear response plan regarding student/personnel and facility preparation, boats, etc. Work closely with DUML Director to determine when the Laboratory should be closed, and residential students evacuated to Durham. Co-ordinate emergency communications with main campus if the Director is unreachable. Ensure the safety of all DUML personnel during hurricanes and other emergencies.
Serve as a first responder to access storm damage. Work with Facilities Management to organize and expedite repairs. Document campus damage and report to University Corporate Risk. Work with Facilities Management and University Corporate Risk to file insurance claims.
Develop, implement, communicate, and manage DUML specific protocols to ensure compliance with Duke University for pandemic and/or other health crisis to ensure safety of DUML faculty, staff, and students.
Serve on University Emergency Management Council.
Direct community outreach and manage external reporting and relationships with foundations, visiting scientific groups, and donor visitors to the campus.
Oversee high-profile events for internal (e.g., NSOE Board of Visitors) and external audiences.
Collaborate with others to provide information on DUML through presentations to alumni groups, and the public as requested.
Work with Director to develop strategic direction on community outreach; implement plan.
Required Qualifications at this Level
Education/Training
Work requires a general business back ground generally equivalent to a bachelor's degree in a business related field.
Experience
Work requires 5 years related experience in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. Direct experience with facility management is strongly encouraged.
A master's degree in a business related field may be substituted for 2 years' experience.
Skills
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 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 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.
