Facilities Management & Operations, Support Services Administration Officer (Small/Medium)

Job Summary:

In addition to the responsibilities listed below, this Sr. Director position is also responsible for directing, overseeing, and controlling Medical Center operational activities for small- and/or medium-sized service areas (i.e., facilities with less than 300 licensed beds and/or facilities with small-to-mid sized square footage) across a matrixed shared service organization, including but not limited to environmental, plant operations, nutritional, security services, and general support services. This includes ensuring reliable, cost-effective, and efficient delivery of quality and accessible ancillary operational services within Medical Center(s) with a focus on enhancing member satisfaction, growth, and retention. This also includes building and maintaining partnerships with Medical Center and Medical Group executive leadership to drive annual and long-term strategic planning. This leadership role is also responsible for establishing, maintaining, and overseeing an organizational and process structure which ensures continuity in the delivery of quality services for internal and external clients in small- and/ or medium-sized service areas. This requires working with regulatory and finance leadership to ensure that effective accounting controls are established and maintained to safeguard physical facility assets. This also includes partnering with enterprise shared services and sustainability management to manage building-lease services and construction/expansion projects.

Essential Responsibilities:

• Builds organizational capacity and prepares high potentials for growth opportunities and advancement; builds collaborative networks inside and outside the organization for self and others. Provides framework for soliciting and acting on performance feedback; drives collaboration to set goals and provide open feedback and coaching to foster performance improvement. Models and drives continuous learning and oversees the recruitment, selection, and development of talent; stays current with industry trends, benchmarks, and best practices; ensures performance management guidelines and expectations to achieve business needs. Acts as a thought leader on industry trends, benchmarks, and best practices; shares best practices within and across teams to drive improvement. Motivates and empowers teams; maintains a highly skilled and engaged workforce by aligning cross-functional resource plans with business objectives. Provides guidance when difficult decisions need to be made; creates opportunities for expanded scope of decision making and impact across teams.
• Oversees the operation of multiple units and/or departments by identifying member and operational needs; ensures the management of work assignment allocation and completion; translates business strategy into actionable business requirements; ensures products and/or services meet member requirements and expectations while aligning with organizational strategies. Engages strategic, cross-functional business units to champion and drive support for business plans and priorities; assumes responsibility for decision making; sets standards, measures progress, and ensures resolution of escalated issues. Sets and communicates goals and objectives; analyzes resources, costs, and forecasts and incorporates them into business plans; obtains and distributes resources. Anticipates and removes obstacles that impact performance; addresses performance gaps and implements contingency plans accordingly; ensures teams accomplish business objectives; serves as a subject‑matter expert and trusted source to executive leadership; provides influence and consultation in the development of the larger organizational or business strategy.
• Supports the maintenance of buildings, equipment, and amenities by: using cutting‑edge knowledge in several facilities management professional fields to drive resolutions to mechanical building problems (e.g., energy management, waste management, asbestos abatement, moving services and planning, space planning, and emergency management); setting strategic organizational practices and programs for the completion of repairs on building equipment, tools, machinery, and amenities to ensure they are in working condition; and drives the delivery strategy of preventative maintenance requests for their organization to sustain a clean, safe, and hygienic environmental work area.
• Supports compliance efforts by: driving the continuous improvement and compliance with new processes according to Title 22, CMS, CDPH, and TJC and all other relevant regulatory requirements to record, monitor, and manage the disposal of regulated medical, patient, and employee information (e.g., Protected Health Information), pharmaceutical, and hazardous waste materials; and championing policies across their organization to ensure required licenses and operating permits are maintained across the team in accordance with local, state, and federal regulation.
• Maintains hospital and campus grounds by: driving strategic long‑term plans to determine the future of landscaping services needed to maintain the upkeep of grounds and public sidewalks; and identifying and implementing new processes and standards for completing landscaping equipment repairs across their organization.
• Supports safety, inspection, and emergency preparation by: establishing clear solutions for highly complex processes for others to coordinate with the local authorities to plan drills according to NFPA and Life Safety Code across their organization and advising others on the completion of highly complex reports based on drill outcomes and monitoring report completion and results; and determining policies and standards to conduct highly complex inspection tours across their organization to ensure the efficient and uninterrupted operation of the facility.
• Supports facility improvement and budget management by: developing strategies and defining metrics used to gain efficiencies in and prioritize program budget for improvement projects; identifying specific facility, renovation, and operational programs that will support the strategic direction of their organization; overseeing the maintenance projects across their organization such as designing, remodeling, renovating, and equipping facilities with capabilities to reduce costs and improve service; and driving long‑term plans to track their organization‑wide maintenance projects and methods to track project equipment.
• Contributes to technical support by: forecasting and ensuring organization wide strategies on a wide range of complex issues including infrastructure equipment, HVAC equipment and facilities, video conferencing equipment, telephone, and network installation in partnership with technical teams for network problems; and driving state‑of the‑art solutions used by others to test newly installed machines and equipment to ensure contracting specifications are fulfilled.
• Supports vendor and contract management by: determining the strategic direction for improving the review of services rendered and invoices, and establishing contractual requirements to evaluate vendor performance against service‑level agreements, capabilities, and quality; working with senior and executive management to clarify business needs, develop project specifications, and identify vendor services related to operations and other essential services; and creating and determining metrics and standards for vendor performance for contracts across the organization using specific, core metrics to ensure adherence to contractual provisions, regulatory specifications, and compliance with the organizations policy in support of the enterprises strategic vision.

Minimum Qualifications:

• Minimum three (3) years of experience in financial management, budget development, program development, quality and safety improvement and project management.
• Minimum three (3) years experience working directly with executive leadership.
• Minimum three (3) years experience applying federal and state laws and regulations related to health care operations (e.g., TJC-EOC/LS/EM, Title-22, state building codes, HCAI, CDPH, Cal-OSHA, NFPA 99/101, etc.).
• Minimum seven (7) years of experience managing operational or project budgets.
• Minimum five (5) years of experience in a leadership role with direct reports.
• Minimum three (3) years experience working with Incident Command Centers.
• Bachelors degree in Business Administration, Public Health, Engineering, Public Administration, Health Care Administration, Construction, Industrial Hygiene, Architectural, or related field AND minimum eleven (11) years of experience in facility maintenance/management or directly related field OR Minimum fourteen (14) years of experience in facility maintenance/management or a directly related field.

• Driver's License (California) required at hire

Preferred Qualifications:

• Master's degree in in Business Administration, Public Health, Engineering, Public Administration, Health Care Administration, Engineering, Construction, Industrial Hygiene, Architectural, or related field.
• Process improvement certification (e.g., Six Sigma, Lean, etc..