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Ambulatory Facilities Operations Manager
3 months ago
- Job Type: Officer of Administration
- Bargaining Unit: N/A
- Regular/Temporary: Regular
- Hours Per Week: 35
- Standard Work Schedule: M-F
- Salary Range: $70,000 - $77,638
Position Overview
The Ambulatory Facilities Operations Manager oversees the daily operational support for CUIMC Facilities and designated multispecialty medical practice locations, including a 24-hour facility. This role ensures compliance with service level agreements, manages vendor and contractor relationships, and oversees the maintenance of HVAC, mechanical, and other essential equipment.
Key Responsibilities
Operations Management
- Oversees daily vendor and contractor activities (e.g., housekeeping, maintenance) to ensure consistent service delivery across all assigned ambulatory clinical practice locations. Implements service level agreements (SLAs) and conducts regular staff meetings to reinforce expectations. Addresses tenant requests and ensures satisfactory resolutions.
- Facilitates operational support for ambulatory clinic sites, including managing building emergencies and maintenance related to electrical, plumbing, HVAC systems, carpentry, and waste management. Acts as a liaison between landlords and tenants, addressing escalated issues as necessary.
- Assists with various facilities support tasks, including deliveries, event setups, and managing equipment related to fire alarm systems and other vendor services. Develops action plans for emergencies and maintenance schedules.
- Ensures prompt responses to emergency service calls, evaluating urgency and prioritizing accordingly.
- Provides financial insights to the Assistant Director regarding costs for custodial and maintenance services, recommending new equipment purchases or modifications as needed. Keeps the Assistant Director informed of unsafe conditions and suggests corrective actions.
- Schedules and supervises third-party vendor work as required, maintaining adequate inventory supplies for maintenance tasks and ensuring compliance with inspection requirements.
- Participates in discussions regarding construction needs and collaborates effectively with contractors and tradespeople.
- Offers input on renovations and inspections, working with landlords and engineering staff to ensure facility safety.
- Compiles necessary documentation and reports, ensuring accuracy and timeliness, including safety logs and compliance records.
- Manages wayfinding signage needs and collaborates with clinical teams on facilities-related issues.
- Conducts proactive inspections of facilities and systems, reporting findings to relevant parties and following up as needed.
- Assists with technical setups for meetings, including video conferencing equipment.
- Performs additional duties as assigned.
Project Coordination
- Coordinates services for construction and renovation projects, including scheduling and oversight.
Strategic Oversight
- Acts as a subject matter expert on facilities issues and specialized equipment, providing guidance to FPO practices as needed.
- Offers direction for contracted vendors and manages a list of preferred vendors by type and region.
- Conducts analyses for facilities equipment to identify efficiency and cost-saving opportunities.
Team Leadership
- Assists with recruitment and human resource management, ensuring staff productivity and quality benchmarks are met.
- Supports performance evaluations and competency development, providing coaching and guidance to staff.
- Promotes professionalism and accountability among team members, fostering a culture of continuous development.
- Serves as the point of contact for vendor performance, ensuring adherence to service level agreements.
Compliance and Safety
- Stays informed on organizational policies and safety regulations, maintaining a secure work environment.
- Completes all required training and is available for night and weekend work as needed.
- Performs other related duties as assigned.
Minimum Qualifications
- Bachelor's Degree or equivalent combination of education and experience.
- At least 3 years of relevant experience.
- Specialized training in BMS and HVAC systems, with extensive knowledge of building maintenance.
- Familiarity with Federal, State, and City regulations, including hazardous waste disposal.
- Strong organizational skills and ability to manage complex workloads.
- Proficient in problem assessment and resolution in interdisciplinary settings.
- Effective communication skills, both oral and written.
- Demonstrated leadership and relationship management abilities.
- Ability to work independently and manage multiple tasks simultaneously.
- Experience working with diverse populations in a culturally sensitive manner.
- Proficiency in Microsoft Office and willingness to learn new systems.
- Motivated individual with a positive work ethic.
- Completion of systems training requirements is necessary.
Preferred Qualifications
- Graduate of an accredited vocational technology program or skilled trade membership.
Competencies
Patient-Facing Competencies
- 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
- Business Acumen & Vision Driver: Level 1 - Introductory
- Performance Management: Level 2 - Basic
- Innovation & Organizational Development: N/A
Columbia University is an Equal Opportunity Employer / Disability / Veteran and is committed to hiring qualified local residents.
