Director – Facilities

Position Summary:

The Director, SOMBS Facilities plays a pivotal role within the Dean’s Office of the School of Medicine Basic Sciences (SOMBS) at Vanderbilt University, serving to broadly oversee facilities planning, renovation and management for the school. Collaborating closely with the Sr. Associate Dean for Research (SADR), the Director provides facilities and project management, ensures responsible management of equipment and space, and provides communication with faculty, finance, and leadership within the school and with counterparts in Vanderbilt University Medical Cetner (VUMC), the College of Arts and Science (A&S) and the School of Engineering (SOE).  The Director is responsible for the overall budget of the unit, reviews and approves all project proposals, develops and implements operational policies, ensures compliance with federal, state and municipal laws, and manages special initiatives.  Directly reporting to the SADR, the Director currently manages three staff members.

About the Work Unit:

The SOMBS at Vanderbilt University is comprised of Departments, Centers, Institutes, and Shared Resource Cores. The mission of SOMBS is to perform significant and innovative research in biomedical sciences, and to provide an intellectual bridge between the more clinically oriented faculty in VUMC and faculty in allied departments in A&S and SOE. Faculty within SOMBS conduct funded research and provide training for advanced degrees in biological sciences.  Four facilities-oriented staff in SOMBS oversee the space assignments and operations for all SOMBS work units and research programs. Oversight includes ~ 500K gross sq. ft. of space spanning three VU and five VUMC buildings on the Vanderbilt campus and one satellite facility in Cool Springs.  The SOMBS employs approximately 100 faculty-led research teams and ten high quality shared resources that contain approximately 1100 total faculty, staff and trainees.  

Key Functions and Expected Performance:

Operations and Management

• Provide proactive leadership to ensure the timely implementation and completion of renovation projects that vary widely in scale. 

• Maintain collaborative and productive relationships with counterparts in VUMC, A&S and SOE, and with Campus Planning, Plant Operations, VUPS, Environmental Health and Safety, Information Technology, Card Office, and other relevant stakeholders.

• Oversee annual surveys of space and capital equipment and ensure accuracy of floor plans and space assignments within relevant databases.

• Ensure security of SOMBS laboratories within multiple buildings to provide a safe and secure environment for all occupants. 

• Ensure that critical maintenance on SOMBS-owned buildings is performed, providing hands-on leadership when necessary to resolve issues promptly and efficiently.

• Provide positive leadership that promotes a culture of safety and compliance across the school.

• Identify and mitigate potential risks related to the facilities and oversee emergency preparedness.

• Collaborate effectively with internal and external stakeholders, partnering with external consulting firms on key initiatives, and working closely with the SADR on project development, completion, and implementation, highlighting leadership in fostering productive partnerships and driving strategic initiatives forward.

• Provide leadership and communication during crisis situations such as flood recovery and electrical outages.

Capital Planning

• Develop and maintain robust working relationships with key stakeholders within SOMBS, A&S and VUMC.  

• Collaborate closely with the SADR to ensure transparent and effective communication with faculty and staff affected by the renovation of existing buildings, showcasing advanced leadership in fostering trust and alignment during periods of change.

• Bring experience and analytical skills to the renovation of space within existing buildings and to the design of new research spaces. 

• Maintain positive and collaborative working relationships with relevant external partners, leveraging advanced interpersonal skills and strategic vision to foster mutually beneficial partnerships that support organizational objectives.

• Engage both internal and external stakeholders and partners in a collaborative manner to establish and achieve project milestones aligned with the objectives of SOMBS. 

• Provide exemplary leadership in orchestrating successful project execution and attainment of strategic goals.

Data Management

• Maintain comprehensive space usage data, metrics, and outcomes using systems and supporting staff within SOMBS.  

• Demonstrate advanced leadership by proactively identifying opportunities for optimization and innovation, and recommending special projects based on data-driven insights.

• Contribute to informed decision-making and strategic planning based both on first-hand knowledge and objective data analysis while demonstrating comprehensive understanding of the research space occupied by SOMBS faculty.  

• Develop policies and procedures to ensure data integrity using a project tracking system.  

• Oversee the compilation of data and reports on the maintenance and utilization of research space.  

• Demonstrate advanced leadership by effectively managing project data and providing actionable insights to drive decision-making and continuous improvement efforts.

Financial Management

• Develop and/or approve cost estimates and budgets for facility modifications, demonstrating proficiency in strategic resource allocation.

• Manage expenditures against budgetary allocations, ensuring adherence to financial constraints.

• Provide regular updates on capital project schedules and budgetary status, fostering transparency and informed decision-making among stakeholders.

• Establish prudent spending guidelines for various projects, including renovation, equipment upgrades, and maintenance, showcasing strategic leadership in optimizing resource utilization and maximizing operational efficiency.

• Collaborate in the development of the annual facilities budget of approximately $10M that aligns budgetary allocations with organizational priorities and strategic objectives.

• Take a proactive approach to the establishment and management of essential vendor contracts, negotiating favorable terms and conditions to optimize value and ensure operational continuity.

• Review and approve all project proposals and manage project workload and cadence to ensure long term sustainability.

• Work cooperatively with Research IT to maintain an efficient and reliable network infrastructure.

Strategic Planning

• Combine the use of analytical techniques and practical first-hand knowledge to anticipate future needs and proactively address potential challenges, demonstrating advanced leadership in strategic facility management and planning.

Supervisory Relationships:

• This position currently supervises three (3) staff members

• This position reports directly to the Sr. Associate Dean for Research

Education and Certifications:

• A bachelor’s degree from an accredited institution of higher education is necessary.

Experience and Skills:

• At least ten years of project management experience related to space or facilities planning is necessary.

• At least five years of direct supervision of a team is necessary.

• The ability to develop and manage the scope, budget and schedule for renovation projects and new construction projects is necessary.

• The ability to read, interpret, and manipulate technical facilities drawings and related documents is necessary.

• Professional and cohesive verbal and written communications are necessary.

• Demonstrated ability to negotiate with different constituencies, develop consensus among groups with diverse goals and implement plans of action is necessary.

• The ability to independently prioritize and multi-task is necessary.

• Strong organizational and communication skills are necessary.

• Working knowledge of practical application and experience in word processing, spreadsheet, and CAD software (Word, Excel, PowerPoint, etc.) as well as email and internet is necessary.

• Finance knowledge and experience is preferred.

• Experience with Oracle and Vanderbilt systems and applications is highly preferred.

• Conversant in health, safety and environmental regulations is highly preferred.

• Basic knowledge of scientific research, research equipment and research techniques are highly preferred.