Assistant Director Space & Facilities - School Of Medicine, Grady Campus

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Description

Responsible for the coordination and management of space located on the Emory at Grady (EG) campus, and supports the education, research, and service missions. Serves as the primary point of contact and coordination for professional space where faculty, staff, and students reside, including associated clinical sites. Directs and manages space/facilities related processes and projects to ensure accurate representation of School of Medicine (SOM) EG space, including surveys and space walks. Provides continuous improvement on SOM EG space management program, including development and maintenance of space / facilities related policies and standard operating procedures. Facilitates the support and advancement of information technology systems for space management, space reporting, and space visualization. Maintains an online space request system to allocate and manage space for quicker review and approval by the EG Deans' Office leadership and the Space Committee.

Partners with EG clinical departments, and other internal/external units and organizations, including Grady and Space Planning and Construction leadership, in the planning, acquisition, renovation, and overall management of campus space and associated contracts. Partners with SOM facilities planning and the campus services department to ensure campus alignment. Supports University Real Estate, and SOM leadership in management of SOM leased space.

Manages agenda and minutes for Space Committee meetings. May hire, supervise and evaluate staff, to include vendor personnel. Performs related responsibilities as assigned.

Typical work hours are Monday

• Friday, 8:30am

• 5:00pm. Occasional weekend and after hours may be required.

KEY RESPONSIBILITIES:

• Directs and oversees capital projects funded through the SOM Dean's Office.

• Represents the Office in projects to ensure the vision and strategy of the SOM are followed.

• Manages the department's expectations through effective communication.

• Supervises staff to ensure projects remain within budget and completed according to established timeline.

• Collaborates with Campus Services to plan and execute preventative and deferred maintenance and other facility related projects with minimum impact to SOM faculty and staff.

• Ensures completion of all annual facilities maintenance programs consistent with University policy.

• Participates in regular walkthroughs and meetings with facilities supervisors.

• Serves as the SOM Representative for all facilities and operations activities, critical meetings and leadership communications.

• Provides immediate response in case of emergency facility failure to mitigate any impact to occupants and their research; serves as the primary point of contact for facilities.

• Assists departments with space planning options to meet their critical needs and maximize usage.

• Validates departmental planning design requests to ensure feasibility of the request and that they meet SOM standards and policies.

• Provides input and recommendations to leadership to project a three-year Space Project Timeline with associated high-level budgets for approval by the SOM Space Committee and University Ways and Means Committee.

• Directs and manages the processes and projects to ensure an accurate representation of SOM space on the main campus within the existing database through surveys and annual space validation walkthroughs.

• Facilities the support and advancement of information technology systems for space management, reporting and visualization.

• Maintains SOM ownership of workplace management software.

• Oversees all space changes within the FM Systems SOM space.

• Manages implementation of new modules and system upgrades.

• Acts as the liaison with vendors and users.

• Develops and maintains strong relationships with SOM partners, including those with business units at Emory.

• Provides clear and concise communication regarding facilities and building notifications.

• Provides continuous improvement for the SOM space management program, including policies and standard operating procedures.

• Is responsible for an online space request system to allocate and manage research space for quicker review and approval by the Space Committee.

• Approves all event requests for SOM space from non-SOM groups, both within and external to Emory.

• Supplements necessary support for the Grady campus and other off-campus sites as needed.

• Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:

• A bachelor's degree preferably in Urban Planning, Architecture or a related field and five years of facilities, space management or related experience, preferably in a research/academic environment.

• An equivalent combination of education, training and experience may be considered.

• Strong communication skills and proficiency with Excel.

• Proven success to work independently, with teams and across multiple units in an organization.

PREFERRED QUALIFICATIONS:

• Degree in architecture, engineering, or a facility management program, such as Urban Planning, with experience in a research/academic environment is preferred.

• Strong communication skills and proficiency with Excel and report writing required.

• Ability to work independently as well as with teams.

• Detailed oriented and have the ability to work successfully across multiple organization units.

• Ability to travel locally across campuses where needed.

NOTE: Position tasks are generally required to be performed in-person at an Emory University location. Remote work from home day options may be granted at department discretion. Emory reserves the right to change remote work status with notice to employee.

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Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.