Assistant Director, Planning & Support Systems - FMD

Occupational Summary

The Assistant Director for Planning and Support Systems is responsible for planning and coordinating services that support the operation, maintenance, and repair of all building and building systems for the Duke University campus. Define and document efficient workflow processes for key Building Services work activities, and oversee implementation and execution of workflow processes across the department. Define, monitor, and report key performance indicators and metrics that monitor the work performance and budget trends for Building Services shops and maintained buildings. Oversee management of the CCMS and other Department software systems utilized across Facilities Management.  The Assistant Director will report to Director for Building and Services and will assist with various administrative and management functions.

(specific to position as determined by manager)

 

 

Work Performed:

 

• Manage and oversee planning activities to support the operation, maintenance, and repair of all buildings and building systems for the University campus with the goal of achieving timely work order completion with minimal disruption to customers and reduced equipment downtime.
• Define, document, and implement workflow processes for key Facility Operations work activities to improve maintenance and repair work efficiency, cost effectiveness, and customer satisfaction. Ensure work processes are in compliance with applicable codes and regulations.
• Establish and monitor performance metrics using data from Infor EAM, SAP, or other available data sources. Use metrics to evaluate Facility Operations work output and identify performance improvement opportunities.
• Manage employees to support Department shops, managers, and building coordinators.
• Oversee implementation of a comprehensive preventive maintenance program that includes asset tracking using the CMMS and establishes appropriate levels of maintenance for equipment based on requirements for equipment uptime and associated level of risk. Inventory and review existing or newly installed equipment, develop and implement PM plans and schedules, implement in Infor EAM, and monitor PM completion compliance.
• Oversee implementation and management of key management system.  Work with appropriate Facilities Management and IT departments to stand up the necessary infrastructure.  Work with stake holders and developing configuration standards.  Develop processes and policies on transferring necessary information to the new system. requirements for equipment uptime and associated level of risk. 
• Manage Department’s building controls and life safety system team.  Develop necessary strategic plans to keep systems current and optimized.
• Manage the Campus roof assessment database.  Oversee the population of the data base with necessary information and confirm accuracy of information. 
• Maintain awareness of advancing building systems technology and maintenance practices. Make recommendations regarding the purchasing of equipment, tools, supplies which may have an impact on building operations or maintenance and repair work efficiency.
• Participate in development of service contract agreements with outside service providers to provide specialty services and additional labor in response to work volume changes and deadlines. Monitor and audit to ensure service providers operate according to approved contract management controls.
• Carry out management responsibilities in accordance with organization’s policies and applicable procedures. Responsibilities include interviewing, hiring, training, assigning work, and performance management.
• Provide support to resolve and/or correct safety and environmental issues to provide a safe environment for staff, faculty, students, and visitors.
• Develop, recommend and implement strategic plans and programs to improve efficiency, heighten performance and ensure the facility meets University regulations, and OSHA health and safety requirements.

 

• Provide career development and performance management guidance for technical staff.

 

• Perform other duties as assigned.

Required Qualifications at this Level:

 

Education/Training:

BS degree in Engineering, Management, or equivalent degree applicable to facility management.

 

Experience:

 

Position requires a minimum of 10 years of experience in facility operations and maintenance, in an environment with complex and critical building systems, of which 6 years must be in a leadership role.

 

Knowledge, Skills and Abilities:

Demonstrated management, supervisory and motivational skills. Experience managing in a workplace governed by a collective bargaining agreement preferred.