Full Job Description
WebCentral and Archibus have become critical Enterprise systems here at Duke. This position plays a vital role in managing and maintaining the data in these tools to help the Medical Center and Health System Administration and Duke corporate Accounting efficiently track & maintain space-related details. The position will report to the Associate Director of Business and Finance in the Facility Planning, Design and Construction office. The position will establish and maintain data, records, files, accounting and reports of property assets and work with Medical Center and Health System Administrators at all locations (Durham, Raleigh, throughout the Triangle Region of North Carolina).
PROPERTY ASSET ACCOUNTING
Plan and conduct regular scheduled inventories and audits of facilities to include space and properties of Duke Medical Center and Health System (Duke Health) buildings to collect, maintain and supply information used to determine indirect cost distribution for grants, contracts, third party agreements, budgets, and patient care.Establish, compile and maintain space database and drawings on Duke Medical Center and Health System (Duke Health) construction projects and buildings to document physical facilitiesLearn & verify function codes, and analyze payroll data to enable organizational reporting regarding occupation, utilization, departmental responsibility, etc. Participate in the process to maintain an up-to-date department list, accounting for BFR reorganizations as they occur. Prepare reports documenting space for use in cost recovery and/or allocations for various purposes: Medicare/Medicaid reimbursement, expenses for grants; prepare year-end closing reports on property and space. Develop, implement, advise and assist Administrators, Department Heads and Business Managers in the development of procedures to ensure control and accurate reporting of capital projects, coordination with University Accounting Operations, conformity to federal regulations and third party sponsorship requirements, and compliance by Duke Medical Center and Health System (Duke Health) departments.
SPACE MANAGEMENT AND PLANNING
Perform aforementioned activities for purposes of space management and strategic planning. Also provide illustrative floorplans and adhoc reports for space analyses. Provide annual reports to high level administrators regarding occupancy. Make updates to Archibus to reassign space as it is unoccupied, under construction and activated. Field verify / measure renovated or constructed spaces for accurate accounting and allocation of space.Assist clientele with documenting space loan agreements internal to Duke.Maintain liaison with FPDC project manager and Engineering and Operations construction coordinators throughout design, construction, completion and activation of projects. Provide room numbering for all projects. Review drawings for incorporation of room numbering to maintain accurate database, signage and systems design and management.Maintain in the database and Accurate accounting for State licensed medical care beds. Maintain room use identifiers for special use rooms for Health System and Medical Center needs.
Plan and schedule work for consultants and staff assigned to ensure proper distribution of assignments and adequate staffing to meet objectives; recommend various personnel actions including but not limited to hiring, performance appraisals, promotions, transfers and vacation schedules.Assist in the determination of fiscal requirements for FPDC Space functions and in the preparation of budgetary recommendations.Perform other related duties incidental to the work described herein.The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Experience in AutoCad, Revit, Archibus, Web Central, Databases, Business Intelligence, MS Office applications strongly preferred.Knowledge of OMB Circular A-21 - Cost Principles for Educational Institutions and the importance of properly classifying space under these principles.
Work requires a bachelor's degree in Business, Accounting or related field.
Work requires three years of experience as a Facilities Audit OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience. Specialist or directly related field in order to be knowledgeable in the establishment and maintenance of accounts, records, files and reconciliation of plant asset accounts to the General Ledger or the ability to coordinate equipment audits and inventories. OR An associate degree in Accounting or related field and five years of experience.
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.