General Description of the Job Class
Plan, coordinate and administer activities and projects within assigned program areas; develop, coordinate and advise on policy related to assigned major programs. Assists with establishing and implementing goals, policies, procedures, schedules, priorities related to DHTS Facilities. Work with Director and COO to ensure that facility-related matters are handled appropriately. Assist in purchasing items for the department; and tracking expenses. Liaison between the DHTS tenants and the building managers, for customer satisfaction and resolution of problems. Liaison between DHTS employees and vendors to rectify facility related issues.
Duties and Responsibilities of this Level
Demonstrates consistent patterns in the following categories:
Multiple Office Building Management. Ensures that multiple DHTS office buildings are maintained in a safe, clean, presentable manner. Documents service and maintains records on all areas where work has been performed; supervises contractors who perform work in each DHTS location. Works with lease preparation and maintains leasing database. Keeps Director and COO informed of pending lease renewals and CPI increases. Ensures a high level of customer satisfaction with building managers. Coordinates and schedules move for departments and offices, supervising moves from beginning to end. Provides update information for building directories following relocations and vacancies. Maintains and monitors all office/space keys for all DHTS locations. Works with building managers to get DHTS employees to access to DHTS spaces. Performs purchasing functions as needed for the department. Purchases furniture for all DHTS locations. Maintains an inventory of furniture that is available for use at each facility. Maintains orderly and systemized files. Maintains and processes Purchase Orders accurately and in a timely manner. Tracks expenses and provides quarterly reports to Administration. Develops and implements a process to track projects by deadlines. Receives progress reports from contractors to maintain tracking of projects. Maintains and updates floor plans on SharePoint. Contacts and monitors vendors regarding malfunctioning equipment. Monitors and completes Service Now requests for DHTS staff.
Works with building managers to ensure successful Emergency Preparedness drills for DHTS buildings. Maintains records for compliance. Monitors and evaluates Facilities Program effectiveness investigates trends and recommends and implements modifications to improve program effectiveness. Maintain relationships with other programs, offices and departments at Duke to coordinate program business and to accomplish program objectives; interfaces with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized. Involved in the preparation of budgets; forecasts, monitor, verifies and reconciles expenditure of budgeted funds as appropriate. Manages contracts and vendor relationships for DHTS.
Required Qualifications at this Level
Work requires analytical, communications and organizational skills generally acquired through completion of a Bachelor’s Degree program.
Work requires three years of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Degrees, Licensure, and/or Certification: N/A
- Knowledge, Skills, and Abilities: High knowledge and skill set of all parts of Microsoft Suite programs and other office tools. (Office, Word, Excel, PowerPoint, etc.)
- High knowledge of Adobe Acrobat X PRO (Adobe Illustrator CS5.1, etc.)
- High knowledge of SharePoint or other Document Sharing program.
- Ability to manage multiple ongoing projects/tasks at one time.
- Thorough knowledge of department policies, procedures, and goals.
Distinguishing Characteristics of this Level N/A
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 Entity HEALTH SYSTEM
Job Family Level E1
Full Time / Part Time FULL TIME
Regular / Temporary Regular
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.
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.
Work requires three years of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Degrees, Licensures, Certifications