Coordinator, Space and Research Special Projects - Department of Medicine

Submit incoming space requests from Divisions to DoM Space Committee, draft responses from the Committee and/or Department Chair to the Divisions, and draft space requests on behalf of the Department to submit to the College of Medicine and UAHS Space Committees.Compile and analyze data on space utilization for use by the Department’s Space Committee. Create agendas and draft minutes for space related meetings, including meetings held with Department Administrator, Space Committee Chair and members, Department Chair, and division research investigators. Act as a resource for the divisions and division managers to ensure the needs for space, facility, shared research resources and equipment are considered for both exiting employees and new hires.Ensure the Department complies with established University and/or Health Sciences space/facilities related policies, and develop new departmental procedures in response to new or revised space/facilities related policies.Coordinate with the division and respective division managers regarding the move of research labs and offices for both existing employees and new hires into Medicine assigned space; includes coordination with College of Medicine (COM) IT and University Information Technology Service (UITS) for relocation of equipment and service lines to ensure Department assigned space is ready for occupancy.Maintain Department’s occupancy and research investigator information via UA Real Estate’s Interactive Floorplans website. Serve as the Department Access Coordinator (DAC) and building manager. Is the Department liaison for the Health Sciences and Facilities Management building manager listservs. Liaise with UAHS Planning and Facilities on pending projects impacting the Department.Coordinate with the division and respective division managers on renovations to Department space; includes initiating estimate requests, meeting with FM Project Managers, and acting as liaison between project manager and Division as needed throughout span of the project.Serve as the Department’s primary point of contact for the UA Key Desk.Work with Amer-X Security and in the DAC Portal to provide and remove building access for individuals and provide schedule adjustments for Department keyless access panels when necessary. Communicate with UITS team to provide updated user information as needed for phone lines under the Department’s inventory, as well as act as main contact/coordinator for the Department in campus wide UITS projects.Coordinates with Division Managers in organizing meetings, events, workshops, and conferences related to research. Provides general departmental research administrative support and special projects directed by leadership.Serve as asset custodian for the Department of Medicine.Submit Department Administration inventory surplus requests and maintain detailed records of each transfer.Review Department Termination Checklists and ensure the return of Department assets prior to employee’s termination.Track and maintain Department UA capital and non-capital assets using UAccess Analytics and Excel worksheets and make updates to asset information in UAccess Financials.Issue inventory tags for newly acquired assets, verify non-capital inventory information annually, and submit biennial department capital inventory.Assist with archiving/records management as needed - includes sort/data entry/move & organize boxes. Attend and take minutes for weekly Clinical Division Management meetings.Maintain Department of Medicine's continuity of operations plan (COOP) for the College of Medicine - Tucson and update as needed under the direction of the Department's Associate Administrator. Knowledge, Skills & Abilities: Strong skills in Microsoft Office applications, including Word and Excel, to support research documentation, data entry, data organization, and record management.