Associate Director of Space and Facilities - Advancement and Alumni Engagement

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 Talent Management team supports all Advancement and Alumni Engagement departments in the functions of recruitment, onboarding, employee relations, compensation, leave administration, performance management, professional development, employee engagement, and space and facilities planning. This position will report to the Senior Divisional Director of Human Resources.

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 maintaining all areas of responsibility for space and facility needs.

• 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.