Transition Planner

Join Duke as a Transition Planner! Step into a pivotal role where project management expertise meets innovation.

Be You.

As a Transition Planner, you'll apply your technical know-how, organizational skills, and interpersonal strengths to ensure medium-to-large projects transition smoothly from construction to full operational readiness.

You will:

• Lead with precision by leveraging project management tools and techniques to meet complex project requirements.
• Collaborate across disciplines-interior designers, architects, engineers, technology consultants, and construction managers-to deliver exceptional results.
• Own the turnover process, coordinating every detail for successful end-user occupancy, activation, and maintenance of Duke Health facilities.
• Support innovation by assisting with planning, procurement, and deployment of owner-purchased items for smaller projects.
• Reporting to the Furniture, Equipment, Technology & Transition (FETT) Manager, you'll be the driving force behind creating spaces that empower world-class healthcare.

Work Arrangement - On-site

Anticipated Pay Range - Duke University provides an annual base salary range for this position as USD $61,698.00 to USD $100,480.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.

Learn more at: https://hr.duke.edu/benefits/

DEPARTMENTAL PREFERENCES

Bachelor's degree in architecture, Design, Healthcare, or a related field to develop appropriate skills and analytical abilities.

Additional training in Project Management or related training is desired.

Five (5) years of progressively responsible experience in project management, healthcare, planning, procurement, architecture, and/or design.

MINIMUM QUALIFICATIONS

Education/Training - Bachelor's degree.

Experience - Two (2) years of experience in project management with increasing scope and independence.

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

Be Bold.

Skills - Demonstrated expertise in MS Office Suite of products including Power Point, Excel (including advanced 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.

Work Performed

Implement standard project management processes, tools, and methodology by: Contributing to the maintenance of standard processes, and standard project templates, tools, and guidelines to support the application of the standard project management methodology. Consistently applying standard project management methodology, processes, and tools to projects manages.

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.
• Participate in project lessons learned reviews and identify and share best practices for future projects.
• Identify who should be a part of the project team and negotiate with managers for team member assignment,i.e. Clinical staff, leadership, providers, support departments.

Plan, lead, and facilitate regular cross-functional project team meetings. Develop detailed task lists and work effort assessment and short and long-term resource allocation plans based on input from all key players and team members and document these details using internal transition tools such as checklists, activation calendars, and matrices.

• Develop detailed transition plans and schedules.
• Develop task responsibility plans with the project team.
• Proactively assess and analyze with the team any risks and issues that may compromise project team performance and results and develop plans to remove or mitigate them.
• Maintain risk and issue logs. Monitor schedules, issue logs and risk management plans and provide warnings of serious deviations or variations that may compromise project results.
• Proactively identify changes in work scope and ensure appropriate planning measures are taken with internal and external clients to access issues relevant to Go Live.
• Act as liaison between all parties concerned to address proposed modifications to project scope, schedule, for Go Live.
• Work with project team to resolve schedule and resource conflicts. Escalate difficult project issues as appropriate leadership and team members.
• Ensure required project data and information is regularly entered into the project files Generate and issue regular internal and external project reports for medium to large projects managed. Assist with the collection of clear, consistent, standard data for each project in the portfolio to support a regular portfolio report.
• Initiate, establish, and maintain relationships with all key project clients of the project whether internal or external to the organization.
• Travel, as needed, to attend client meetings or provide oversight and assistance for off-site projects.

Other Duties:

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 (not in GC scope), trash bins and dispensers (soap and hand sanitizers) to be ordered.
• Manage and track requisition schedules 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.
• Confirm MEQ on floor plans for installation.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Choose Duke.

Ready to make an impact?

If you thrive on collaboration, precision, and turning plans into reality, apply today and help us shape the future of healthcare spaces!

Become part of Duke Health!