Business Manager, Facilities & Space Planning

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.

 

Occupational Summary:

Internally this position is referred to as the Assistant Director of Facilities Administration for the Trinity College of Arts & Sciences Facilities Department. Reporting to the Associate Dean of Space and Facilities Planning, this position is responsible for department administration, budgetary and financial management of annual facilities budget, and operational support of the college’s approximately 1.2 million square feet of space (office, classroom, laboratory, and performance space) in over 50 campus buildings (including state of the art labs, interactive classrooms, and performance spaces) spread across two campuses.

 

Work Performed:

Finance and Budget

• Plan departmental operational budget by analyzing operating needs, projected revenue, and expenses on both a short- and long-range basis.
• Assist the Associate Dean and TCA&S Facilities Team in planning and developing an annual facilities project budget which supports strategic short- and long-term priorities and may include multiple sources of funding. Projects include minor non-capital, major capital, classroom, and renovations for new faculty hires.
• Establish, monitor, and reconcile expenditures of TCA&S facilities projects, overseeing initial funding allocations, monthly budget summaries and checking on accounting records to ensure accuracy and agreement of financial resources.
• Coordinate with University Facilities Management Department (FMD) as needed on project related allocations of funding, submissions and approvals and review of documents. Complete Capital Project Request Forms for facility renovations; ensuring accuracy and identifying and recommending appropriate source of funds.
• Compile and prepare financial and administrative reports in support of facilities projects utilizing external funds.

 

Department Administration

• Supervise and coordinate the work of designated employees.
• Advise department management on pay issues, affirmative action requirements, classification issues, performance appraisals, and employee training and development; maintain liaison with Human Resources and other appropriate offices and departments to respond to personnel problems, issues, and special requests and to facilitate personnel actions.
• Coordinate with department staff to ensure administrative and operational support is provided to meet department goals, this may include logistical, scheduling, and purchasing support.
• Develop, update, and publish Trinity Facilities Policies & Guidelines which include policies that cover the department’s operational and facilities planning responsibilities.
• Maintain liaison with A&S departmental business managers and provide information and resolve issues related to finance and operations.
• Ensure that departments and programs maintain accurate data of their allocated space in the University Space Database – Webcentral. This includes a quarterly review of space use, function, and occupancy.

 

Trinity Facilities Operations

• Provide oversight of the Trinity Facilities work order system. Ensure prompt assignment of tickets to appropriate department staff and / or reassignment to outside departments. Provide customer service leadership ensuring staff follow-up and full resolution of items described in work order requests.
• Direct the Operations Coordinator in day-to-day facilities operations related to physical and environmental conditions of TCA&S classrooms and common areas, relocations and furniture reconfigurations, furniture and equipment storage, and opera