Director of Space Planning

POSITION SUMMARY:

Under the direction of the Sr. Director of Real Estate and Planning, provides general management, supervision, and professional direction to a comprehensive facilities organization. Manages the overall planning and allocation of space in a manner that balances the immediate space demand, future growth projections, and the cost-effective and efficient utilization of a high demand and high cost, and yet scarce organizational resource. Manages in-house and outside resources for the purpose of effectively addressing project design, move coordination, space planning, and project management needs and ensuring that all hospital standards are met. Manages the Facilities environment design, aesthetics, wayfinding, accessibility, and furnishings.

Position: Director of Space Planning

Department: Real Estate and Facilities

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Core Values - Utilizes the Hospital’s Cultural Beliefs in all interactions, as training standards for staff, as the basis for decision-making and to facilitate the Hospital’s mission:

• Constantly strives to provide timely and consistent high quality patient focused care.
• Consistently demonstrates respect for patients, visitors, members of the community, tenants, employees, students, and staff and requires the same of members of the department.
• Collaborates with other staff members with the common goal of exceeding the expectations of our patients and other customers by providing the highest quality of customer service and hospitality.
• Seeks new ideas, expands knowledge base, and is innovative and aware of changes in the healthcare industry with the goal of constantly improving customer service and the environment it is provided in.
• Manages the constant changes in the workplace and provides more efficient service delivery through employee cross-training and the consolidation of functions.
• Demonstrates and fosters the values of Loyalty, Honesty, and Integrity within the Department.
• Knowledge of workplace trends and space optimization practices.

Safety - Ensures that all job duties are performed in accordance with all accepted and standard safety procedures to ensure that a safe and comfortable environment is maintained for patients, visitors, tenants, employees, vendors, staff, and students.

• Ensures safe and clean working environments in order to eliminate accidents and abide by Boston Medical Center and departmental policy and procedures.
• Responsible for ensuring all standard Hospital safety regulations as well as those of all regulatory authorities having jurisdiction are followed.

Principal Duties and Responsibilities

• Develops and recommends planning guidelines and procedures for the development of the Hospital's capital budget program related to maintenance of the campus, and manages the program throughout the process of development, approval, and implementation.
• Develops and implements, or recommends policies and procedures for facilities design standards and furnishings.
• Manages a planning and design program in support of organizational objectives.
• Coordinates with other managers concerning accomplishment of construction renovation, and move coordination.
• Administers, inspects and accepts work performed by contract, approves payments of contracts and invoices.
• Maintains and improves upon the Hospital’s space management database for tracking of allocated space, Medicare cost reporting, and leasing activities.
• Establishes departmental goals in collaboration with subordinates, peers, and senior management.
• Provides project management services as needed.

Management of Quality of Operations & Maintenance

• Jointly responsible for “Design Standards” for new construction and renovation projects with the Senior Director of Facilities and the Senior Director of Design and Construction.
• Responsible for measurement of quality and reporting of same.
• Disperses and/or manages service requests as received in the work order system.

Space Management

• Supervises the establishment of standards for furniture, equipment, artwork, graphics, signage, finishes, etc., in conjunction with Construction, Facilities, Environmental Services, Infection Control, and Safety. Ensures standards comply with applicable federal, state, and municipal regulations, codes, and professional guidelines. Maintains documentation of compliance.
• Ensures the maintenance of the hospital's space inventory program on AutoCAD, which provides information on departmental areas and facilities for reimbursement purposes.
• Works with the Sr. Director of Real Estate in monitoring projects through all phases in order to ensure conformity with construction documents and original design objective. Utilizes in a timely manner the participation of consultants with the goal of integrating and maximizing the contributions of participants.
• Works with the Sr. Director of Real Estate in evaluating projects according to such criteria as productivity, project preparation, cost-effective use of space, customer specifications, and creativity of design. Consults with customers and responds to their request/concerns and changing criteria. Assigns available resources to resolve problems identified during the evaluation process. Negotiates changes in plans as needed.
• Assists Sr. Director of Real Estate in the performance of the Manager's responsibilities as assigned.
• Schedules work and coordinate priorities with Sr. Director of Real Estate.
• Manages the capital allocation process by ensuring validity of capital project budgets.
• Collaborates with hospital leaders to ensure integrity and guiding principles of the Robin application (hoteling software) are adhered to.
• Maintains space utilization data, running quarterly reports to ensure space efficiency goals are met.

Planning

• Develops the initial planning and conceptualization of hospital building plans, reconstruction, and alterations.
• Consults with customers to ascertain needs and plans for workspace and determines project scope, criteria, and resources.
• Evaluates all hospital departmental space programs prior to commencement of schematic design.
• Establishes priority of requests according to organizational objectives. Revises priorities in response to the changing hospital environment.
• Conducts the preparation of feasibility studies. Identifies problems to determine project's realistic budgets and schedules. Determines the appropriateness of contracting design projects on a case-by-case basis with the goals of expediting the design process and increasing responsiveness to customers' needs.
• Makes recommendations for action and submits initial plans, timetables, and project estimates to the Sr. Director of Real Estate for purposes of consultation and approval.
• Participates with other professionals in Facilities Management in the processing of bids and awarding of contracts to consultants such as designers, engineers, and architects and to vendors and contractors.
• Works with consultants to ensure conformity to project specifications and timeliness.
• As part of the Facilities Management team, collaborates with other divisional managers to resolve issues and concerns within the facility relative to service quality, planning, construction, and cost.
• Represents the Design and Construction Department at meetings and on committees with the goal of establishing relationships with customers within the hospital and participating in the decision-making process on issues relating to space planning and design.

Budget Management

• Prepares departmental and project budgets and expenditures in alignment with hospital policies and goals.
• Prepares, or oversees the preparation of cost analysis, variances, and budgetary estimates for various projects.
• Adjusts size of staff in proportion to workloads and budget limitations.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

Performs other tasks as needed.

Adheres to all of BMC’s RESPECT behavioral standards.

Develops competencies as related to position.

Models the Hospital’s Universal Performance Standards and specialized Division/Department standards in all facets of work.

• Conforms to Hospital standards of performance so that the best possible customer service and patient care may be provided.
• Maintains confidentiality of all designated Hospital information at all times.
• Maintains a courteous, professional, and friendly manner with patients, visitors, physicians, and fellow employees.
• Demonstrates the knowledge and skills necessary to provide care appropriate to the age groups of adult and geriatric patients routinely served in accordance with Center Age Specific Competency Guide.
• Follows established Hospital infection control and safety procedures.
• Utilizes Hospital’s values as the basis for decision-making and to facilitate the division’s mission within the Hospital.

JOB REQUIREMENTS

EDUCATION:

Graduate of an accredited college or University with major studies in architecture, interior design, management or related fields.

EXPERIENCE:

Minimum of ten years of project and design management experience in a mid to large size healthcare organization with comparable responsibilities and progressive responsible management experience in the facilities design and construction arenas. Extensive experience in managing large organizations through intermediate supervisors.

KNOWLEDGE AND SKILLS:

Skills and experience with architectural design, interior design, space planning, budgeting expenditure development and tracking, and capital construction practices.

Significant experience and abilities related to the development and management of budgets.

Familiarity and understanding of the building codes of the Commonwealth of Massachusetts and Joint Commission; especially state and federal codes pertaining to the accessibility of the facilities environment for handicapped persons.

Ability to read, understand and explain complex construction drawings and schematics.

Understanding of the basic operating principles of electrical, plumbing, fire protection, mechanical and other building systems commonly found in large facilities as it pertains to these job requirements.

Understanding of the principles of business politics sufficient to identify principal constituencies and to establish and maintain open and positive communications with each.

Extensive management skills and abilities in the field of healthcare facilities planning, design, and construction. Considerable knowledge in preparation and management of numerous budgets. Capable of communicating with all levels of trades and management personnel. Ability to coordinate activities of multifaceted operation to provide effective support and services to a diverse constituency.

Equal Opportunity Employer/Disabled/Veterans

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