Associate Director of Space and Facilities - Advancement and Alumni Engagement

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Description

The Division of Advancement and Alumni Engagement utilizes resources, technology, and business for the purpose of constituent engagement, donor research and solicitation, and stewardship throughout Emory University and Health Systems. Our mission is to inspire and steward meaningful, lasting relationships that elevate engagement and giving to fulfill Emory’s mission to serve humanity. AAE is a high-performance team built on innovative ideas, trust, and accountability. We foster collaborative connections and value inclusion. We are currently seeking an Associate Director of Space and Facilities - Advancement and Alumni Engagement.

 

The Emory Events team produces events and manages facilities for the Advancement and Alumni Engagement division and on behalf of the Office of the President and university leadership. In addition to overseeing and executing day-to-day operations, this position will plan for long and short-term space usage according to division needs. This position will report to the Director of Special Projects and Events.

 

KEY RESPONSIBILITIES:

• Manages and supports all aspects of building operations for designated AAE offices.
• Addresses specific operational issues including recommendations and action plans towards their resolution.
• Independently manages projects from inception to completion; may serve as project manager for multiple concurrent operational projects, including collaboration with division leadership, staff, contractors, and outside vendors.
• Provides a workplace that is clean and attractive, well-appointed, and consistent with AAE practices.
• Collaborates with various teams to ensure that work needs are met in terms of storage space requirements and available technology.
• Optimizes space utilization by monitoring desk reservation trends and workspace availability.
• Ensures expenses are consistent with the budget for assigned areas of responsibility.
• Reviews departmental budgets and plans future fiscal needs.
• Procures furniture, building supplies, keys, and office equipment.
• Administers staff onboarding and building-access related protocols.
• Foster relationships with and engage in regular communication with Emory emergency services departments (Emory Police Department, Fire Safety, CEPAR, Electronic Security).
• Schedule and provide routine safety training sessions for building occupants.
• Takes necessary actions to address issues and resolve problems related to safety, parking and other security issues.
• Ensures that data and work requests in Service Now system are accurate and up to date.
• Creates visual and educational guides highlighting AAE facilities and associated procedures for staff.
• Performs related duties as required.

ADDITIONAL JOB DETAILS:

In addition to the duties outlined above, the Associate Director may be required to:

• Demonstrate proficiency with FM: Systems Employee, Microsoft Teams, and other technology platforms utilized by the AAE Space Planning and Facilities Management team and the division of AAE.
• Build and maintain AAE Space Planning and Facilities Management web presence and resources on division SharePoint site.
• Track AAE facility requests and resolution to measure the efficacy of team’s customer support efforts.
• Meet regularly with custodial and facility representatives to ensure consistent service level.
• Hands-on completion of daily building tasks including ordering and stocking of supplies; distribution of incoming mail and parcels; resetting shared spaces as needed; and walking all areas of responsibility for proactive observation and action to maintain the facilities.
• Will support Events Teams with major events and facility needs throughout the year.
• This position is required to report in person daily.

MINIMUM QUALIFICATIONS:

• Bachelor's degree and three years of experience in facility operations OR an equivalent combination of education, training, and experience.

PREFERRED QUALIFICATIONS:

• Successful candidates will possess strong organizational, written, and verbal communication skills and possess the ability to manage multiple projects simultaneously.
• Strong interpersonal and problem-solving skills with the ability to navigate a complex work environment.
• Commitment to delivering excellent customer service, the ability to work collaboratively, and comfort working with ambiguity.
• Experience managing budgets and financial reports, working with various technologies including advanced knowledge and experience with Microsoft Office Suite, mass email applications, database and project management software, and CRM systems.
• Prior experience in advancement, fundraising, alumni engagement, non-profit, or a university setting.
• Flexibility to accommodate changing priorities and deadlines.
• Possess a high level of professionalism and commitment to confidentiality with sound judgment and discretion.

NOTE: Position tasks are required to be performed in-person at an Emory University location; working remote is not an option. Emory reserves the right to change this status with notice to employee.

Additional Details

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with 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 (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD). Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at [email protected] or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.