Ambulatory Facilities Operations Manager

Columbia University; New York (NY); On-site; USD 80,000 - 90,000; Full time

Job summary

An established industry player is seeking a Facility Operations Manager to enhance the efficiency of their physical space. This role involves coordinating maintenance, managing vendor relationships, and overseeing financial operations. The ideal candidate will thrive in a collaborative environment, driving improvements and ensuring compliance with safety regulations. With a focus on patient and staff experiences, this position offers a unique opportunity to make a significant impact in a dynamic healthcare setting. If you possess strong leadership and organizational skills, this role is perfect for you.

Qualifications

• Bachelor's degree or equivalent experience required.
• 4+ years of relevant experience in facilities management.

Responsibilities

• Manage facilities support for campus-based ambulatory physical space.
• Coordinate services for construction and renovation projects.
• Oversee accounts payable and ensure timely payment of invoices.

Skills

Organizational Skills

Time Management

Project Management

Data Analysis

Communication Skills

Leadership

Problem Solving

Team Collaboration

Education

Bachelor's Degree

Relevant Experience (4+ years)

Tools

Microsoft Office (Word & Excel)

Job description

• Job Type: Officer of Administration


• Regular/Temporary: Regular


• Hours Per Week: 35


• Standard Work Schedule: M-F, 9AM-5PM


• Salary Range: $80,000-$90,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Facility Operations Manager is responsible for the coordination of the maintenance and upkeep of the physical space occupied by ColumbiaDoctors. Reporting directly to the Assistant Director for ColumbiaDoctors, The Facility Operations Manager is an integral member of the Operations Management Team, and in that role identifies opportunities to improve physical plant and practice flow efficiencies resulting in enhanced patient and physician experiences. The Facility Operations Managers work closely with NYPH and CUMC Facilities Departments as a liaison to ensure proper maintenance of all areas and timely progression of all ColumbiaDoctors facility projects as well as maintain clear and open lines of communication.

Responsibilities

Practice Operations

• Manages facilities support of campus-based ambulatory physical space at the CUIMC Campus which includes but is not limited to: Mailroom and mail services, EVP/Housekeeping support services, HVAC, electrical, engineering, painting, leaks, grounds, fire safety, pest control, signage, repairs/maintenance, plumbing, locksmith, carpentry, and vendors.


• Supervises teams handling facility operations for assigned FPO ambulatory clinic practice sites. This includes but is not limited to putting into place vendor agreements, handling building emergencies, and participating in discussions regarding construction-related projects. Addresses and responds to escalated issues as needed.


• Manages and ensures the maintenance and roll-out of all ColumbiaDoctors Emergency equipment; Verifies equipment is inspected semi-monthly and all logs are updated accurately and that expired supplies are ordered and replaced promptly; coordination of new staff training and refresher training as requested by Departments for all AEDs.


• Supervises team responsible for working closely with NYPH safety team, ColumbiaDoctors Safety, and Service Corp Safety to coordinate drills and resolve department and safety issues as needed. Works closely with NYP & CU Safety and Clinical Departments to address all security services & Issues.


• Supervises and ensures timely response to emergency and unusual service calls (including after hours); Evaluates the urgency and prioritizes accordingly.


• Schedules and supervises third-party vendor work when necessary. Maintains an adequate supply of inventories to perform the above maintenance items. Ensures that inspections are current and compliant. Creates and maintains equipment inventory and preventive maintenance schedule. Supervises teams responsible for wayfinding signage including needs assessment, recommendations, and strategy. Ensures proper signage for assigned locations is maintained.


• Provides guidance and/or counsel on facilities-related systems/equipment (e.g., HVAC, Radiology, etc.) for FPO ambulatory clinic practice sites as needed.


• Attends meetings with University Facilities senior management staff. Provides recommendations to physicians and administrators regarding renovations/ NY State and City inspections, including Office Based Surgery, Care Core, and Department of Environmental protection. Works with landlord and landlord's building and engineering staff to ensure safety of facility.


• Collaborates with FPO Ambulatory Clinical Practice team and non-FPO sites on overall facilities-related issues.


• Performs other job duties as required and assigned.

Finance

• Manages teams responsible for all accounts payable/receivable and ensures all service contracts are in place and invoices are paid in a timely manner.


• Manages all necessary paperwork for year-end financial reconciliation/closing.


• Oversees the financial closure of all refurbishment and non-refurbishment projects.


• Participates in the development of annual personnel/direct expense budgets.


• Investigate and implement ways to control operating expenses

Project Management

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


• Participates in and contributes to facilities projects as assigned. Executes project tasks and mitigates any issues as needed.


• Assists with monthly and ad-hoc practice reports and dashboards.

Strategy

• Monitors key performance indicators and implements performance improvement initiatives, as needed. Continuously seeks and implements operational improvements. Utilizes electronic medical record dashboards and reports to monitor key performance indicators of relevant operational, clinical, and revenue cycle workflows to ensure a holistic view of the practice operation. Develops practice optimization and improvement strategies and utilizes a data-driven methodology to monitor progress and staff performance.


• Develops and maintains a good productive and collaborative relationship with departmental and clinical management and representatives.


• Implements strategies to support staff in executing FPO's strategic plan, to maintain service level standards and an exceptional client experience. Monitors effectiveness and ensures staff are prepared and support mechanisms are in place. Supports strategy for regional growth expansion as needed.


• Implements change management strategies that support organizational goals and process improvement initiatives. Maximize employee adoption and measure effectiveness. Ensure communication of changes is cascaded throughout the unit and feedback channels are in place. Ensures staff support system is in place. Works with staff leads to address any escalated concerns and identify risks as needed.


• Utilize tools for effective communication including informal and formal presentations for various audiences.

People

• Direct oversight of assigned staff including recruiting and human resource management. Ensures approved HR strategy is implemented and adhered to. Ensures staff productivity benchmarks and quality measures are achieved. Develops remediation plans as needed. Monitor unit metrics and goals to measure the effectiveness of retention strategies.


• Promotes staff professionalism and performance with coaching, training, and feedback. Mentors staff in individual and team accountability, modeling behavior, and demonstrating best practices/techniques. Demonstrates self-development and keeps current on a variety of facilities management topics.


• 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. Identifies and mitigates any roadblocks to performance, and evaluates the effectiveness of development. Works with HR to develop remediation/action plans.

Compliance

• Keep current on all organizational, practice, and patient privacy policies (e.g., infection control, HIPAA), goals, initiatives, and required trainings.


• Maintain patient privacy and confidentiality according to HIPAA requirements at all times.


• 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.

Minimum Qualifications

• Bachelor's Degree or combination of education and experience


• A minimum of 4 years of relevant experience


• An equivalent combination of education and experience may be considered.


• Excellent organizational skills, time management, and the ability to set priorities among multiple competing objectives, tasks, and initiatives are required.


• Basic project management skills including planning and executing technical and operational project activities with cross-functional teams.


• Demonstrated proficiency and/or understanding of data sets; extract, evaluate, clean, and summarize; conduct qualitative and quantitative data analysis and validation as applicable to areas of responsibility.


• Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely manner.


• Demonstrated 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 professional staff, providers, and organizational stakeholders.


• Must be able to create and deliver high-level communication presentations for organizational stakeholders.


• Ability to lead and mentor a 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 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.


• Intermediate or higher 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

• Two years of supervisory experience preferably in a hospital or physician practice setting.

Other Requirements

Patient Facing Competencies

Minimum Proficiency Level

Accountability & Self-Management

Level 3 - Intermediate

Adaptability to Change & Learning Agility

Level 3 - Intermediate

Communication

Level 3 - Intermediate

Customer Service & Patient-Centered

Level 3 - Intermediate

Emotional Intelligence

Level 3 - Intermediate

Problem Solving & Decision Making

Level 3 - Intermediate

Productivity & Time Management

Level 3 - Intermediate

Teamwork & Collaboration

Level 3 - Intermediate

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

Level 1 -Introductory

• Type other requirements and/or special indicators if CUIMC

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.