Sr. Manager, Facilities & Security Operations

Description Senior Manager, Facilities & Security Operations Affiliate-Wide (CWNY Region) Rochester NY / Buffalo NY / Syracuse NY Planned Parenthood of Central and Western New York (PPCWNY) protects and provides health care and education that empowers individuals and families. With respect. Without judgment. No matter what. In support of PPCWNY's mission, the Senior Manager, Facilities & Security Operations is responsible for the operational performance, maintenance, safety, physical security support, and long-term stewardship of all affiliate facilities across clinical, administrative, and program sites. The position oversees facility operations, maintenance, vendor and contractor management, capital projects, compliance support, emergency preparedness activities, and security-related facility systems and improvements across approximately 16 clinical, administrative, and program locations to ensure facilities remain safe, secure, compliant, functional, and welcoming for patients, staff, and visitors. This role serves as a key partner to Health Services, Compliance, Quality & Risk Management, Information Technology, Finance, Human Resources, Security, and Operations leadership. The role supports an integrated approach to facility safety and security and serves as an extension of security operations, providing leadership, additional capacity, coordination, and operational support for security needs, incidents, projects, physical security infrastructure, emergency preparedness, and evolving organizational risks. This is a working leadership position that combines hands-on facility operations, maintenance, repairs, and project execution with staff supervision, vendor management, compliance support, budgeting, and operational planning. The role is expected to maintain a significant field presence, with approximately 60% of responsibilities focused on facility operations, maintenance, repairs, and project execution and approximately 40% focused on leadership, planning, budgeting, compliance support, and administrative oversight. Essential Functions 1. Facilities Operations, Maintenance & Site Readiness (35%) Manages day-to-day facility operations across all affiliate locations, including maintenance, repairs, landscaping, environmental services, grounds, and facility improvements. Performs and oversees facility maintenance activities, repairs, and troubleshooting involving building systems, infrastructure, and general construction-related work. Assesses facility conditions and determines whether work should be completed internally or through outside vendors. Ensures building systems, including HVAC, plumbing, electrical, life safety, and facility infrastructure support operational and clinical needs. Conducts routine inspections and facility assessments to identify risks, deficiencies, maintenance needs, and improvement opportunities. Establishes facility maintenance, repair, and operational priorities based on risk, compliance requirements, operational impact, and available resources. Makes decisions regarding facility maintenance priorities, repair strategies, and resource allocation within approved budgets and organizational guidelines. Maintains safe, compliant, functional, and operationally ready facilities that support the delivery of health care and organizational services. Supports continuity of operations during planned and unplanned disruptions, emergencies, renovations, and facility projects. 2. Facilities & Security Operational Leadership (20%) Provides supervision, direction, coaching, accountability, and operational support to direct reports across Facilities & Security. Establishes priorities, assigns work, monitors completion, and ensures effective service delivery. Oversees work order management processes and performance standards. Ensures appropriate staffing capacity and coverage across Facilities & Security and supports resolution of significant coverage or operational needs across locations. Provides coaching, training, development, and performance feedback. Supports hiring, onboarding, employee relations, and performance management activities in partnership with Human Resources. Maintains active awareness of day-to-day security operations and provides additional support and capacity when needed. Serves as an extension of security operations by providing additional leadership, coordination, problem-solving, and operational support when the scope, urgency, complexity, or workload of an issue requires additional capacity. Foster a culture of accountability, responsiveness, safety, teamwork, and customer service. 3. Vendor Management, Construction & Capital Projects (20%) Manages facility vendors, contractors, consultants, and service providers. Develops scopes of work, solicits bids, evaluates proposals, and oversees vendor performance. Coordinates construction, renovation, maintenance, and infrastructure projects. Serves as the affiliate's primary operational lead for facility renovations, infrastructure upgrades, remodeling, and construction-related initiatives. Ensures projects are completed safely, on schedule, within budget, and with minimal operational disruption. Supports long-range capital planning, infrastructure replacement, and facility improvement initiatives. Identifies, prioritizes, and recommends facility improvement, infrastructure replacement, and cost-effective opportunities to maintain operational continuity and long-term organizational needs. Maintains strong vendor, contractor, landlord, and service provider relationships. Makes recommendations regarding vendor selection, project priorities, facility investments, and resource allocation within approved budgets and organizational guidelines. Identifies opportunities to improve service quality, operational efficiency, and cost effectiveness. 4. Compliance, Quality, Risk & Emergency Preparedness Partnership (15%) Partners with Compliance, Quality & Risk Management leadership to support accreditation readiness, audits, inspections, corrective action activities, and regulatory compliance efforts. Ensures compliance with facility-related regulations including OSHA, ADA, environmental requirements, life safety standards, fire codes, and applicable building regulations. Participates in facility risk assessments and mitigation planning. Support physical security risk assessments and mitigation planning, including review of site access, perimeter conditions, secure areas, alarms, cameras, lighting, and other environmental safeguards. Ensures appropriate maintenance of security-related facility records, including system inventories, inspection and testing documentation, documentation of key and credential controls, vendor service records, and corrective-action tracking, in coordination with Security and Compliance leadership. Supports emergency preparedness, business continuity, and disaster recovery initiatives. Maintains facility policies, procedures, inspection records, monitoring logs, and compliance documentation. Collaborates with cross-functional teams to proactively identify and address operational, environmental, and facility-related risks. 5. Operational Planning, Financial Stewardship & Systems Management (10%) Develops and manages facility operating budgets and supports capital planning activities. Monitors expenditures, forecasts facility needs, and supports responsible stewardship of organizational resources. Utilizes facility management systems, work order platforms, ticketing systems, and related technologies to monitor operations, maintenance activities, and performance trends. Develops reports, spreadsheets, project updates, and operational dashboards to support leadership decision-making. Collaborates with site leadership and cross-functional partners to balance operational needs, regulatory requirements, facility priorities, resource constraints, and project timelines. Partners with departmental leadership to support facility needs, operational priorities, and organizational initiatives. Other Accountability Activities Performs other duties as assigned. Participates in the affiliate's Facilities & Security on-call rotation and provides leadership support during facility, security, and operational emergencies, including coordination of site response, escalation, vendor support, and restoration of safe operations. Participates in affiliate-wide initiatives, workgroups, and organizational projects. Coordinates with Compliance, Quality & Risk Management to support operational readiness and risk mitigation efforts. Demonstrates flexibility with evolving priorities and organizational needs. Maintains positive working relationships with internal and external stakeholders. Requirements Qualifications Applicants must possess the following qualifications (or equivalent combination of education and experience): Education Associate degree in Facilities Management, Construction Management, Building Operations, Business Administration, or a related field preferred. Equivalent combinations of education, technical certifications, skilled trades training, military experience, and relevant work experience will be considered. Experience Minimum of 7 years of progressive experience in facilities management, construction, building operations, maintenance, property management, or a related field, including responsibility for projects, contractors, vendors, or operational leadership. Minimum of 3 years of supervisory, leadership, or project management responsibility. Experience supporting operations across multiple facilities, campuses, districts, territories, or geographically dispersed locations preferred. Experience managing contractors, vendors, construction projects, maintenance programs, and service agreements preferred. Experience supporting physical security operations or security-related facility systems, projects, vendors, incident response, or emergency preparedness in a multi-site environment preferred. Experience managing contractors, vendors, construction projects, maintenance programs, and service agreements preferred. Experience developing scopes of work, reviewing vendor proposals, and managing construction, renovation, maintenance, or infrastructure projects from planning through completion preferred. Experience developing and monitoring operating budgets and capital projects preferred. Additional Preferred Experience The ideal candidate will bring a combination of facility operations leadership, project management experience, and practical hands-on building maintenance knowledge. Successful candidates will typically bring experience across several of the following areas: Commercial facility operations and maintenance Construction, renovation, or facilities project management Vendor and contractor oversight Building systems and infrastructure maintenance Preventive maintenance planning Grounds and property management Life safety and physical security systems, including access control, intrusion detection, duress/panic alarms, video surveillance, secure entrances, lighting, and related security infrastructure Multi-site operational support Additional preferred experience includes: Healthcare, ambulatory care, nonprofit, educational, municipal, or multi-site environments Accreditation readiness, regulatory compliance, safety, or risk management activities Capital planning and budget management Emergency preparedness and business continuity planning Cross-functional leadership and stakeholder engagement Candidates are not expected to possess advanced expertise in every technical discipline. Successful candidates will demonstrate the ability to assess facility needs, coordinate appropriate resources, manage projects effectively, and support the safe and efficient operation of multiple facilities. Knowledge, Skills, & Abilities Strong vendor and contract management skills Experience with budgeting, capital planning, and cost management Ability to manage multiple priorities and complex projects simultaneously Strong communication and cross-functional leadership skills Proficiency with Microsoft Outlook, Excel, Word, facility management systems, work order systems, ticketing platforms, and related technologies Ability to prepare reports, manage budgets, maintain documentation, and communicate effectively with leadership, staff, contractors, and external partners Experience with facilities management systems (e.g., WorxHub or similar) preferred Working knowledge of physical security principles and systems, including access control, video surveillance, intrusion detection, duress/panic alarms, secure key and credential practices, and security-related preventive maintenance. Ability to maintain appropriate confidentiality and exercise sound judgment when handling security incidents, vulnerabilities, access information, investigations, and sensitive operational matters. Ability to translate security assessments and incident findings into practical facility improvements, corrective actions, project scopes, and budget recommendations. Strong organizational, project management, problem-solving, and decision-making skills Ability to travel regularly between all affiliate locations Demonstrated ability to assess facility issues, determine appropriate solutions, and coordinate internal and external resources. Ability to prepare reports, manage budgets, maintain documentation, and communicate effectively with leadership, staff, contractors, and external partners. Working Conditions Standard health center and office environments May occasionally experience varied environmental conditions Physical Requirements Possess sufficient mobility to perform the Essential Functions listed in this Job Description with or without accommodation Ability to lift up to 50 pounds with or without accommodation Work Schedule This is a full-time, 40 hour a week, position; regular schedule will be Monday – Friday with occasional evenings and weekends. This role is part of an on-call rotation. Benefits & Compensation At PPCWNY, we are committed to equitable compensation practices and transparency. In alignment with these efforts, the pay for this position ranges from $84,364 to $107,806 per year. Actual compensation will be determined by experience and other factors permitted by law. In addition to competitive compensation, PPCWNY offers an extensive benefits package with generous Paid Time Off, 10 paid holidays, affordable medical, dental, and vision options, Health Savings Account or Flexible Spending Account, 401(k) with match, and much more! Planned Parenthood of Central and Western New York is an equal opportunity employer. #J-18808-Ljbffr