Manager of Facilities Management Services

At Houston Methodist, the Manager Facilities Management Services (FMS) position is responsible for planning, organizing, directing and overseeing the technical/mechanical/trades staff that perform highly specialized repair, maintenance and construction duties of buildings including renovations, utility system upgrades and general maintenance of the building infrastructure and interiors at Houston Methodist. This position participates in the development of preventative and corrective maintenance policies, procedures, systems and schedules, as well as systems to effectively dispatch staff. The Manager FMS assigns and monitors the responsibilities of those who manage specific systems, advising to solve the most complex technical problems, and providing regular status updates to Director. This position manages business relationships with external Architectural and Engineering firms and regulatory agencies and participates with other FMS Managers in facility and business planning activities. The Manager FMS develops collegial relationships with other FMS Mangers to ensure an integrated, lowest life-cycle cost for designing, engineering, constructing and maintaining Houston Methodist facilities.

The manager position responsibilities include managing the daily work activities of the work unit/department staff, ensuring quality, productivity, functional excellence and efficiency while assisting management in accomplishing strategic and operational objectives. In addition, this position provides guidance to staff and is responsible for staffing, budget compliance, contributing to staffing decisions such as hiring and terminating employment, coaching and counseling employees on work related performance, and assisting in the development and implementation of policies and procedures to ensure a safe and effective work environment. This position also implements training, monitoring and operations initiatives that secure compliance with ethical and legal business practices and accreditation/regulatory/ government regulations.

FLSA STATUS
Exempt

QUALIFICATIONS

EDUCATION

• Bachelor’s degree or additional four years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree

EXPERIENCE

• Six years of progressively responsible experience in various aspects of facilities, general maintenance or trade-related experience
• May consider HM employee with one year less experience who demonstrates progressive leadership abilities

LICENSES AND CERTIFICATIONS
Required Preferred

• Certified Healthcare Facility Manager (CHFM) or
• Certified Healthcare Safety Professional (CHSP) or
• Certified Plant Engineer (CPE) or
• Certified Healthcare Constructor (CHC)

SKILLS AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
• Ability to effectively communicate through a variety of channels with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles; engages the recipient(s) and helps them understand and retain the message
• Demonstrates the ability to interact with others in a way that gives them confidence in one’s intentions and those of the organization
• Ability to use appropriate interpersonal styles and techniques to gain acceptance of ideas or plans; modifying one’s own behavior to accommodate tasks, situations and individuals involved
• Demonstrates leadership qualities and critical thinking through self-direction initiative and effective interpersonal skills and oral/written communication skills
• Ability to identify and understand issues, problems and opportunities, comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints and probable consequences
• Ability to work effectively in a fast paced environment
• Demonstrates flexibility and adaptability in the workplace
• Experience working in various life safety codes. Knowledge in various regulatory requirements

ESSENTIAL FUNCTIONS

PEOPLE ESSENTIAL FUNCTIONS

• Performs management responsibilities of selection, scheduling, supervision, retention, and evaluation of employees in the department. Provides development and mentoring of staff. Meets or exceeds threshold goal for department turnover. Develops direct reports to perform these same functions.
• Provides fair and consistent leadership and communication to maintain a competent and engaged employee group by conducting regular department meetings to review policies and procedures and operational matters, rounding on all employees, completing performance appraisals, conducting new hire feedback sessions, coaching/corrective counseling, and providing recognition/commendations to achieve desired outcomes. Provides timely guidance and feedback to help others strengthen specific knowledge/skill areas needed to accomplish a task or solve a problem.
• Facilitates and promotes effective team dynamics and teambuilding strategies within and between departments; participates and/or leads and facilitates department process improvements as needed.
• Meets or exceeds threshold goal for department and/or system metrics on employee engagement indicators.
• Establishes effective two-way communication with staff, demonstrating actively listening, requesting and acknowledging feedback, making equitable decisions, providing rationale when appropriate and supporting organizational goals.

SERVICE ESSENTIAL FUNCTIONS

• Plans and organizes day-to-day department operations, schedule and activities. Sets priorities and functional standards, giving direction to staff as necessary to ensure the best possible delivery of service and high customer/patient satisfaction.
• Drives department service standards and activities to impact department and/or system score for patient/customer-based satisfaction through role modeling and fostering accountability. Serves and actively participates on various entity committees as a voice for the department. (EF)
• Reviews construction plans and specifications for proposed buildings or for major alterations; recommends such changes as needed to ensure the objectives of the most efficient and dependable systems and best quality interior finishes impacting operational or maintenance objectives are met. Monitor the cost of energy and promote energy efficient and effective equipment to meet the required efficiencies for optimal energy usage in the facility operations.
• Manages, implements and monitors business process systems which schedule, control, record and track the labor and material costs associated with corrective and preventative maintenance work orders and various maintenance construction projects. Ensures that managers understand and effectively implement these systems.
• Manages, implements and monitors a computerized maintenance management system for preventive maintenance, repair and dispatch work orders that effectively receives, triages and dispatches customer calls, ensuring that the most urgent calls are prioritized and assigned to the proper recipient.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Ensures a safe and effective working environment; monitors and/or revises the department safety plan and/or any specific accreditation/regulatory required safety guidelines.
• Uses and optimizes information systems to enhance operations; supports entity-specific performance improvement and data management/analysis functions.
• Employs a proactive approach in the optimization of safe outcomes by monitoring and improving the department workflow, using peer-to-peer accountability, and identifying solutions via collaboration. Adopts lean principles in driving process improvements. Role models situational awareness, using teachable moments to improve safety.
• Monitors self and employee compliance with policies, procedures, and System HR Standards of Practice and performs associated actions upon non-compliance (i.e., focal point review requirements, disaster plan, inservices, influenza immunization, wage and hour, standard hours, timely termination submission, timely timecard approval, etc.).
• Creates and continually updates a data base (drawings, blue prints, plans, maintenance records, electronic logs, failure and repair history, etc.) detailing Houston Methodist building systems and non-medical capital equipment. With other FMS leaders, assesses the strengths and weaknesses of systems and equipment and their impact on the Hospital’s mission. Participates with other FMS managers to collect and analyze data and develop recommendations.
• Works with regulatory agencies at the state and local level to ensure regulatory requirements and building codes are met. Maintains a contemporary body of knowledge with regard to essential local, state and national standards and codes. Ensures compliance with all technical standards and overall facilities program objectives.

FINANCE ESSENTIAL FUNCTIONS

• Assists in the development of department budget and ensures that the department operates in a cost effective manner. Manages/audits department expenses within approved budget parameters, ensuring that the department meets the budgeted/flex revenue and/or expense targets on a monthly and annual basis. Develops staffing plans and schedules to meet department needs that reflect understanding of the importance of cost-effectiveness.
• Implements department strategies to achieve financial target and staffing needs, developing others to do the same, through optimizing productivity, supply/resource efficiency, minimizing incidental overtime and overtime percentage, and other areas according to department specifications.
• Provides input to senior leadership regarding infrastructure requirements including predicted cost, cost-benefit analyses, alternative solutions, and risk analyses of choosing alternatives.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Identifies and implements innovative solutions for practice or workflow changes to improve department operations or other department-specific measures by leading unit projects and/or other department/system directed activities. Supports change initiatives, maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements or cultures.
• Proactively evaluates processes; recommends and implements action plan(s) for change; follows through to ensure effective, sustainable change. Participates in the development and implementation of new procedures and the review and revision of existing procedures.
• Identifies opportunities and takes action to build strategic relationships between one’s area and other areas, teams, departments, and units to achieve business goals.
• Seeks opportunities to identify developmental needs of self and staff and takes appropriate action. Ensures own career discussions occur with appropriate management. Completes and updates the My Development Plan on an on-going basis. Conducts conversations with staff on their development plan.
• Participates and assists with leadership in developing long and short-term plans for the renovation and expansion of Houston Methodist as well as the operation and continual improvement of the FMS department.
• Maintains and enhances a professional body of knowledge. Reads, attends appropriate training/educational programs, benchmarks with professional colleagues and otherwise remains abreast of contemporary and best practices. Seeks to continually improve processes, systems and consequent services. Initiates and/or implements process improvement methods.

SUPPLEMENTAL REQUIREMENTS
WORK ATTIRE

• Uniform: No
• Scrubs: No
• Business professional: Yes
• Other (department approved): No

ON-CALL*
*Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Events, etc) regardless of selection below.

• On Call* Yes

TRAVEL**
**Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area Yes
• May require travel outside Houston Metropolitan area No

QUALIFICATIONS

EDUCATION

• Bachelor’s degree or additional four years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree

EXPERIENCE

• Six years of progressively responsible experience in various aspects of facilities, general maintenance or trade-related experience
• May consider HM employee with one year less experience who demonstrates progressive leadership abilities

LICENSES AND CERTIFICATIONS
Required Preferred

• Certified Healthcare Facility Manager (CHFM) or
• Certified Healthcare Safety Professional (CHSP) or
• Certified Plant Engineer (CPE) or
• Certified Healthcare Constructor (CHC)