Transition Planner

OCCUPATIONAL SUMMARY

Facility Planning Design and Construction (FPDC) provides project design, management services and consultation for planning, siting, design and construction of new and renovated facilities for the Duke University Medical Center and Duke University Health System. FPDC provides in-house interior design services, project management and operational readiness and transition services. FPDC manages approximately 250-300 unique Capital projects at a given time in all phases of planning, design, construction and closeout. Overall program value is $1-2B.

This position is part of a multi-disciplinary team of interior designers, low voltage consultants, architects, engineers, constructors and project managers and will provide planning, coordination, management and oversight of activities related to the successful turnover of Duke Health facility renovation and construction projects for end-user occupancy, activation, and maintenance. The position will also assist with planning, procurement and deployment of owner purchased items on small projects. The position will report to the Furniture, Equipment, Technology & Transition (FETT) Manager.

WORK PERFORMED

• Work closely with the Duke Transition Manager, Duke Project Managers, and Health System and School of Medicine clients to facilitate relocation activities and facility operations transitions required to successfully activate and occupy Duke Health Facilities construction projects.
• Elicit input from departmental liaisons to prepare activation readiness assessments for projects and deliver presentations to Management and Administration.
• Lead Transition Planning Meetings in order to prepare documents setting forth project logistical specifications, sequencing, and activation tasks, as well as providing a forum for accountability for the various entities involved in the occupancy preparatory tasks and Go-Live support.
• Prepare and maintain an action log and activation calendar to ensure all items are completed within the approved timeline for each project’s transition plan. Prepare and review project activation calendars to ensure loading dock availability, confirm vendor onsite dates/times, and ensure proper access and oversight for vendors.
• Coordinate technology logistics with Duke Health Technology Solutions and Duke University Office of Information Technology for ensuring implementation timelines are on schedule. To include, but not limited to various clinical engineering systems, networking, field service, audio / visual, and wireless support.
• Coordinate with Facilities Services, EVS, Materials Management, Clinical Engineering, OESO, E&O or Landlord, Procurement and all other Duke internal support service departments as necessary to activate and occupy the new space.
• Coordinate with vendors to accomplish project-related moves – specialty vendors, consultants or movers. Assist with warehouse and vendor logistics and deployment, as needed
• Manage portfolio of projects under time critical timelines. Prepare status reports for FPDC management on a monthly basis. Advise supervisor in a timely manner when issues arise that need management support.
• Lead command center setup and implementation on the large capital projects.

Assist Project Managers with planning and deployment of owner purchased items and equipment. This work may include:

• Quality Check equipment lists prepared by project managers, consultant planners and clients
• Request equipment cut sheets/specs from vendors for electrical data requirements
• Participate in design meetings with project managers and architects
• Engage needed internal department reviews and approvals
• Negotiate quotes and prepare purchase requisitions
• Order Review approved plans for counts of “free” and small items like bathroom accessories, trash bins and dispensers to be ordered
• Manage and track requisition schedule in coordination with project schedule and vendor delivery schedules and communications, may include scheduling and supervising movers and vendors to deploy equipment at the site

• Identify MEQ on floor plans for installation

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.

DEPARTMENTAL PREFERENCES

Education/Training

Work requires an Associate's degree in Business, Management, Architecture, Design, Healthcare, or a related field to develop appropriate skills and analytical abilities.

Experience

Work requires five years of progressively responsible experience in project management, construction management, healthcare, communications, planning, procurement, architecture, and/or design.

A Bachelor's degree in Architecture, Planning or Design may offset two years of required experience.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Skills

Demonstrated expertise in MS Office Suite of products including Power Point, Excel (including advance skills like pivot tables), Word; Outlook; must be able to read Construction Drawings, understand construction and equipment specifications.

Working knowledge of MS Teams, Smartsheet, CAD, Bluebeam and Project Management Information Systems a plus.

MINIMUM QUALIFICATIONS

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.