Assistant Director, Planning & Support Systems - FMD

Work Arrangement: 
Requisition Number:  215968
Regular or Temporary:  Regular

Durham, NC, US, 27710

Date:  Nov 26, 2023

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:



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




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.


Ability to plan and schedule work, including determining staffing, equipment and material/supply needs.


Knowledge of building mechanical, control, electrical, plumbing systems and general facilities maintenance practices. 


Proficient with Hexagon EAM or similar CMMS (Computerized Maintenance Management System).


Computer software skills using MS Office including Word, Excel, PowerPoint, and Outlook


Excellent oral and written communication skills; ability to communicate effectively to a wide range of audiences, including senior University management, faculty, staff from other departments, students, and others






Minimum Qualifications




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




Position requires a minimum of 6 years of experience in facility operations and maintenance, in an environment with complex and critical building systems, of which 4 years must be in a leadership role.


Duke 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 essentialjob 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.


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh