• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: M-F
• Building:
• Salary Range: $70000-$77638

Position Summary

The FPO Ambulatory Facilities Operations Supervisor is responsible for the day-to-day facilities support of CUIMC Facilities as well as assigned multispecialty medical practice facilities and article 28 sites including a 24-hour facility. The Supervisor is responsible for ensuring service level agreements are met, manages vendors/contractors providing services, and manages the maintenance of HVAC, mechanical, and additional equipment.

Responsibilities

Operations

• Manages day to day vendors and contractors (Housekeeping, maintenance, etc.). Ensures standard
  operations and consistent service delivery across all assigned FPO ambulatory clinical practice sites. Executes
  service level agreement (SLA) for assigned sites. Conducts and documents regular meetings and in service
  with the staff to communicate and reinforce SLA. Responds to requests and communicates with tenants to
  ensure satisfactory resolution.
• Supports facilities operations for FPO ambulatory clinic practice sites. This includes, but is not limited to,
  handling building emergencies, maintenance and repairs related to electrical, plumbing, HVAC system,
  carpentry, refurbishment, lock-smith items, carting of waste materials, flooring, etc., and serving as a liaison
  between landlord and tenants. Addresses and responds to escalated issues as needed.
• Assists with miscellaneous facilities support activities included, but not limited to, deliveries, event set up,
  gas and suction equipment, fire alarm system, and related contractors vendors providing services. Creates
  action plans for emergencies, maintenance schedules and ongoing cosmetic touch-ups.
• Ensures timely response to emergency and unusual service calls (including after hours); Evaluates the
  urgency and prioritizes accordingly.
• Provides information to the Assistant Director with regard to costs and expenses for the purchase of
  custodial, maintenance and contractors services. Recommends the purchase of new equipment or alteration
  of existing equipment where appropriate. Keeps Assistant Director informed of any unsafe conditions, and
  makes recommendation for corrective action. Assesses urgency and responds accordingly.
• Schedules and supervises third party vendor work when necessary. Maintains adequate supply of inventories
  to perform the above maintenance items. Ensures that inspections are current and compliant. Maintains
  equipment inventory and preventive maintenance schedule.
• Participate in discussions regarding construction related needs and is comfortable working with contractors
  and trades such as electricians and plumbers.
• Provides recommendations/input regarding renovations/ NY State and City inspections, including Office
  Based Surgery, Care Core, and Department of Environmental protection. Works with landlord and landlords
  building and engineering staff to ensure safety of facility.
• Helps compile intonation necessary to ensure all site-specific documentation and reports are completed accurately and on time, including: Material Safety Data Sheets (MSDS), ADA Compliance Log, OSHA Log, Safety Meeting Log. Elevator Logs, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, Paid Invoices File, General Files, Contract Files, and other reports documentation as required. Maintain facility manuals (e.g., safety manual, clinical and administrative policies and procedures, emergency action plan, fire safety plan).
• Manages wayfinding signage including needs assessment, recommendations, and strategy.
• Collaborates with FPO Ambulatory Clinical Practice team and non FPO sites on overall facilities related issues.
• Proactively inspects the facility, systems, rooms, communal areas, etc. and reports back any findings or issues to the appropriate parties. Follows up as needed.
• Assists in setting up the video conference room projector and computers for meetings when needed.
• Performs other job duties as required and assigned.

Project Management

• Coordinates services for construction/renovation projects including scheduling and supervision.

Strategy

• Serves as subject matter expert on all facilities issues and specialized equipment. Provides guidance to all
  FPO practices on facilities/construction/equipment issues as needed.
• Provides guidance and direction for contracted vendors. Conducts needs analysis for services as needed.
  Manages list of preferred vendors by type and region.
• Conducts needs analysis for facilities equipment, research for efficiency and cost savings, and makes
  recommendations.

People

• Assists with recruiting and human resource management activities. Ensures staff productivity benchmarks
  and quality measures are achieved.
• Supports Manager and/or Assistant Director on staff performance evaluations and competencies. Offers
  continuing guidance, coaching and assistance to employees on work activities, procedures, competency
  development and performance-related issues as appropriate. Escalates any performance related issues as
  appropriate.
• Promotes staff professionalism and performance modeling behavior, team accountability and demonstrating
  best practices/techniques.
• Establishes a culture of coaching and mentoring to facilitate continuous professional development and
  maintain an efficient patient-centered environment ensuring accountability, quality patient care, and patient
  satisfaction.
• Serves as the point of contact on vendor and other outsourced staff performance. Ensures that service level
  agreements (as related to staffing and performance) are adhered to.

Other

• Keep current on all organizational, practice, and patient privacy policies (e.g., infection control, HIPAA), goals,
  initiatives, and required trainings.
• Maintain a safe and secure work environment by following all OSHA, EH&S and public safety policies, and
  guidelines.
• Successfully complete all required university, hospital, and department trainings.
• Must be available to work nights and weekends.
• Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's Degree or combination of education and experience
• A minimum of 3 years of relevant experience.
• Specialized training in BMS and HVAC Systems and extensive knowledge of building maintenance,
  including heating and air conditioning, plumbing, electrical, painting, carpentry, and general operation of
  mechanical equipment.
• Must be familiar and have experience with Federal, State, NY City regulations including OBS and DEP,
  Hazardous and Medical waste disposal.
• Candidate must be well organized and be able to manage a demanding workload and moderately
  complex cases in an accurate and timely manner.
• Proficiency in problem assessment, resolution and collaborative problem solving in complex, and
  interdisciplinary settings.
• Ability to communicate effectively in both oral and written form. This position requires the ability to
  interact positively, constructively, and effectively with staff, providers, and organizational stakeholders.
• Ability to lead and mentor the team through new and changing situations. Demonstrate a professional
  and compassionate manner while conveying a positive image of FPO Operations.
• Must demonstrate leadership and relationship management skills, and manage conflicts with tact,
  sensitivity, and respect.
• Ability to work independently and follow-through and handle multiple tasks simultaneously.
• Ability to work collaboratively with a culturally diverse staff and patient/family population demonstrating
  tact and sensitivity in stressful situations.
• Proficiency in Microsoft Office (Word & Excel) or similar software is required and an ability and
  willingness to learn new systems and programs.
• Must be a motivated individual with a positive mindset and exceptional work ethic.
• Must successfully complete systems training requirements.

Preferred Qualifications

• Graduate of an accredited vocational technology program or skilled trade membership preferable.

Competencies

Patient Facing Competencies

Minimum Proficiency Level

Accountability & Self-Management

Level 3 - Intermediate

Adaptability to Change & Learning Agility

Level 2 - Basic

Communication

Level 2 - Basic

Customer Service & Patient-Centered

Level 3 - Intermediate

Emotional Intelligence

Level 2 - Basic

Problem Solving & Decision Making

Level 3 - Intermediate

Productivity & Time Management

Level 3 - Intermediate

Teamwork & Collaboration

Level 2 - Basic

Quality, Patient & Workplace Safety

Level 3 - Intermediate

Leadership Competencies

Minimum Proficiency Level

Business Acumen & Vision Driver

Level 1 -Introductory

Performance Management

Level 2 - Basic

Innovation & Organizational Development

n/a