Full Time 40 hours Grade 055 Space & Strategic Plng Med Ctr Responsibilities Summary: Under the general direction of AVP Space Planning and Real Estate, with considerable latitude for independent judgement, serving as administrative and financial leader both Space Planning and Real Estate Services department. Responsible for oversight and direction of multiple projects with competing demands. Must use skillful communication (verbal and written) and tact in all interactions with all levels of leadership to solve complex and controversial problems. Duties Administrative Management â“ Research, develop, and recommend practices and guidelines that are consistent with URMC policies. Meet with and advise staff and managers on issues related to personnel, to include but not limited to leaves of absence, short-term sick leave, interviewing, hiring, training, time reporting, performance evaluations, attendance, corrective action, and other personnel-related matters. Act as a resource and collaborator for managers for development of new job descriptions. Establish and maintain a centralized bank of all current functional job descriptions. Maintain up-to-date details relevant to equity reviews for calculating new-hire salary offers to ensure a seamless hiring and transfer process. Partner with HR to deliver educational sessions for staff. Hire, train, supervise, and develop support staff and oversee the day-to-day efficient operations. Fiscal Management - Oversees departmental accounts and fiscal activity of operating budget. Directs the preparation of departmental financial and workload statements and accounts; estimates and controls expenditures for supplies and auxiliary services; records and may approve changes to department accounts; coordinates with the Accounting Office and sponsoring agencies. Accountable for monthly financial results; prepares and reports forecasts to the Director; Identifies trends and variances and resolves budgeting discrepancies. Prepares annual budget for senior leadership, analyzes and allocates expenses. Assists in the preparation of budget presentations. Project Management - Supporting the priorities of the department, with independent discretion employs project management techniques to drive completion of projects on schedule and on budget. Scope and analyze project requirements and secure competitive estimates to help develop project budget. Serves as primary liaison with stakeholders, often Program Administrators and/or senior leaders. Develops and manages a system for communication and tracking activities and expenditures. May conduct competitive assessments and benchmarking initiatives as appropriate. (Project examples: Parking, Emergency Preparedness, Lactation Rooms, ADA space policies, Remediation, Signage/Wayfinding, Artwork). Business Initiatives/Projects â“ Evaluates new programs for financial feasibility and existing programs for continued financial viability (i.e. Farmers Market, lactation rooms, etc). Develops, monitors, and frequently updates a system of internal controls. Advises leadership and recommends process improvements in the areas of finance, communication, information technology etc. Responsible for all facets of vendor management including contract review/renewal, regular evaluation of programs and services offered, as well as pricing, and customer service. Make recommendations to Director and Associate Directors, as appropriate, for change. Monitors performance, identify problem areas, and assist in the development of new agreements. Assist in establishing metrics for baseline and on-going performance management of programs. Audits remittances, records, reports and interfaces. Develops RFPâ™s for outside contracts and managing payments (i.e. MSKI project). Information Systems and Data Management â“ Responsible for implementation and management of a new lease management software, digital wayfinding system, and space request database system. Serves as primary liaison with vendor to ensure effectiveness and efficiencies for users. Provides training for users and assists with problem resolution. Monitors all systems for performance and makes recommendations for system changes. Manages the information analysis and reporting needs of AVP and Space Planning/RES department. Prepares analysis, presentation/reports, and disseminates data as appropriate or requested. Create and manage an intranet website for Space Planning and Real Estate Services. Qualifications: Bachelorâ™s Degree and at least 5 yearâ™s related experience, or equivalent combination of education and experience.
Internal Number: 1123049291
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