Vanderbilt University Senior Director of Systems in Nashville, Tennessee

Senior Director of Systems (Job Number: 1801027)


About the role :

The Senior Director of Systems is part of the Facilities Business Operations Center at Vanderbilt University and is a leader responsible for technology solutions in the Facilities Department with the focus of providing the ability for the personnel to achieve the highest level of service in support of the research and education mission. Reporting to the Executive Director of Facilities Business Operations, this person is responsible for the overall direction and coordination of technology solutions across the Facilities Department, inclusive of Plant Operations, Campus Planning & Construction, Real Estate and the Sustainability and Environmental Management Office. This person will be responsible for creating and executing plans associated with Facilities systems and web management and bridging the gap between business and customers’ needs. This position will provide project management and coordination, integration opportunities, analysis, metrics and KPIs for Facilities technology projects.

Reporting directly to the Executive Director of Facilities Business Operations, the Senior Director of Systems manages the inter-relationship of all the systems listed below with VUIT Teams, all stakeholders and users throughout the Facilities Department, and vendors to ensure optimal level of service and functionality throughout the technology life cycle. The Director of Systems will oversee the Service Information Systems (SIS) and Facilities Information Systems (FIS) staff. The SIS team consists of the Service Center Representatives, providing customer service to the Vanderbilt community regarding all Plant Operations work orders, as well as the AiM O&M system support staff.

The FIS team is responsible for maintaining the Facilities Information Library containing over 100,000 digital construction documents, GIS/mapping services and the space accounting for the University. The Space Accounting area is responsible for the creation and maintenance of floor plans for university buildings to support the mapping functions and the annual space inventory conducted within AiM Space; the data is used to document occupancy and square footage data used to calculate the Indirect Cost Recovery rates used by the Office of Contracts & Grants Accounting.

The Senior Director of Systems should have facilities management experience in a complex, fast-paced environment with focus on customized solutions in a highly specialized higher education environment.

About the Work Unit :

Facilities annual budget exceeds $100 million in operating expenses and includes over 400 employees. Facilities manages major capital project expenditures totaling $125 million annually and facility renewal, replacement and large maintenance project expenditures totaling $20 million annually. The Facilities Business Operations Center provides support to the entire Facilities department, specifically in regard to the areas of Finance, Employee Relations, Systems, Contracts and General Administration.

Duties and Responsibilities :

  • Oversee current Facilities Systems staff, including the SIS and FIS teams

  • Represent Facilities Systems in meetings related to IT policies and procedures across Vanderbilt

  • Drive the technical vision and strategic direction of technology used in Facilities with input from business teams, VUIT, and Facilities Systems staff

  • Oversee the effective implementation of new systems, modules, and features for these systems

  • Carefully evaluate the effectiveness of existing systems, modules, and features and institute revised procedures as needed

  • Manage and maintain the relationships between Facilities Systems staff and Facilities Systems users to ensure technology resources are sufficient to support their job duties

  • Work closely with Facilities internal staff and Vanderbilt VUIT to coordinate maintenance, support, monitoring and alerting, and new installations

  • Act as Liaison between Facilities Systems and Vanderbilt’s VUIT department

  • Support staff to resolve complex scope issues that impact users, teams, and overall institutional objectives

  • Respond to internal and external inquiries related to departmental processes, functions, and systems

  • Demonstrate superior interpersonal, customer service and conflict management skills, while ensuring user requests are fulfilled promptly

  • Maintains a working knowledge of Vanderbilt’s applications and system integration and is able to understand changes in order to anticipate cross-system or cross-process impacts at the University level, and work with University leadership to mitigate risk and optimize business processes

  • Facilitate or provide training and informational sessions (when appropriate) to all business owners.

Supervisory Relationships :

This position has supervisory responsibility for the SIS and FIS teams (approximately 12 staff including 4 direct reports); this position reports administratively and functionally to Executive Director of Business Operations.

Qualifications :

Seven years of increasing responsibility in information technology, IT project management, management, or systems support or equivalent education beyond initial requirement, with at least five years of supervisory experience is required.

Proven ability to serve as a leader of a diverse team in a relevant field is required.

Experience in process/systems analysis is strongly preferred.

Ability to manage project schedules and maintain/meet deadlines is required.

Proven experience working cross functionally between various stakeholders and departments is required.

Experience working in an environment where enterprise applications are integrated is preferred.

Experience working in a complex higher education environment is preferred.

Understanding of facility maintenance/construction practices and terminology is preferred.

Experience with Computerized Maintenance Management Systems is preferred.

Experience with AiM IWMS is preferred.

Familiarity with current programming languages and/or database administration is preferred.

These systems include but are not limited to:

  • AiM – O&M, Space, IQ, and FiRE applications

  • Capital Projects Project Management System (in process of final vendor selection, currently use legacy, custom built system known as “ePhil”)

  • Lease Management system, currently Harbor Flex

  • Construction document management system, currently OWL

  • ArchGIS

  • All other Facilities support systems

  • Integrations with Vanderbilt Oracle Cloud

Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.

Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.

Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better

Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Asks for advice, and considers it thoughtfully.

Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well. Doesn’t expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other’s strong suits.

Works through Issues – Recognizes that the work is about successful outcomes. If things aren’t going well, outcomes suffer. Is willing to have crucial conversations if things aren’t going well. Doesn’t just complain to management . . . does everything possible to remedy the situation directly first.

Seven years of increasing responsibility in information technology, IT project management, management, or systems support or equivalent education beyond initial requirement, with at least five years of supervisory experience is required.

Primary Location: United States-Tennessee-Nashville

Organization: 37100 - Facilities: Business Affairs

Job: Heads of Administrative Divisions, Departments, & Centers