What are the responsibilities and job description for the MANAGER FACILITIES position at Excela Health?

Plan, organize and direct all maintenance, plant operation functions, and asset management at Health System and hospital owned properties. Physical plant square footage exceeding 1,000,000 in spaces under environmental control. Typical buildings to include, but not limited to, Inpatient Hospitals, Medical Office Buildings, Diagnostic and Treatment Facilities, Outpatient Surgical Centers, Outpatient Physical Therapy Centers, Cancer treatment Centers, Residential Holdings, and Physician Offices. Coordinate architectural, engineering, and interior design for hospital owned properties construction and remodeling projects. Responsible for maintenance of grounds, roads, and parking lots at all facilities listed above.

Essential Job Responsibilities

Support the execution of company strategy across business segments to optimize experience and results.
Establish and maintain a safe working environment; assure staff comply with safety, environmental, and infection control guidelines.
Assure proper use of safety equipment and devices; hold individuals accountable if non-compliant.
Assure completion of staff competencies including mandatory education and programs relative to job specific criteria.
Promptly investigate and resolve Significant Occurrence Reports and incident reports as necessary.
Align strategic compass with department goals; write compelling SMART goals in support of the organization's mission, vision, and values. Help employees understand importance of aligning goals with Independence Health System mission.
Equitably and consistently apply and practice policies and procedures for all staff.
Practice and encourage staff readiness in compliance with agency regulations and guidelines.
Improve HCAP scores according to fiscal year targets; demonstrate year after year improvement in service to internal and external customers.
Respond to client service recovery issues within required time frame and to the satisfaction of the customer.
Hold regular department meetings, assuring off shifts and satellite offices receive timely and accurate information.
Maintain a daily meeting board for purpose of displaying problem solving activity.
Build and strengthen relations through the fostering of two-way communication; diffuse sources of conflict.
Provide opportunities for staff to actively provide input into decision making process; seek input before decision is made.
Encourage commitment of quality work throughout areas of responsibility.
Understand and effectively deploy the LEAN tools to streamline work processes, eliminating waste and redundancy while improving productivity.
Act on most urgent tasks; prioritize and delegate workable systems.
Use critical thinking skills to proactively resolve key issues that are possible de-railers to productivity and engagement.
Lead at least one process improvement initiative for department per year; participate in at least one LEAN project per year outside of department.
Clearly articulate what is expected of individuals and provide them with the materials and equipment to do their work.
Adhere to Premier benchmarks for own department.
Utilize employee engagement survey results in carrying out impact plans; demonstrate employee engagement by employee satisfaction results from survey to survey.
Establish performance measures to equitably evaluate staff using objective and job-based criteria; coach towards compliance and address variances.
Provide regular feedback, praise, and recognition; reward accomplishments and results appropriately.
Hold staff accountable for consistently modeling the behavioral standards.
Identify, evaluate, and select internal and external talent, assuring an acceptable fit with Independence Health System’s desired culture; effectively match right person to right job.
Provide opportunities for the education, training, and development of staff to help them reach their highest potential.
Offer stretch assignments; create actionable development plans; encourage learning from setbacks and for future development.
Actively support and participate in succession planning initiatives; identify high potentials and prepare them for possible future leadership opportunities within Independence Health System.
Take responsibility for own professional growth and development; attend required EHA leadership programs; network with colleagues to seek out best practices.
Introductory, transfer and periodic appraisals are required to be completed timely adhering to performance management guidelines. All Performance Management must be completed in a designated electronic format.
Consider financial impact of decisions; use financial concepts for decision making; monitor financial performance.
Develop and manage department budget at or below budget expectations and consistent with adjusted volume variations.
Identify and implement revenue enhancement opportunities.
Seek opportunities to reduce operating costs while balancing quality resources.
Submit timely variance reports that display knowledge of expenses and demonstrate continual plans to reduce variances; operate each year more effectively than one before.
Stretch capital resources by extending life of existing assets.
Coordinate the selection of vendors through established internal procurement procedures in an effort to drive down supplier costs while maintaining quality standards.
Other duties as assigned.

Specialty Functions

Maintenance Scope of Responsibility - Plan, organize, direct and control facility maintenance and operations for the hospital, adjacent properties and satellite offices. Physical plant square footage exceeding 1,000,000 in spaces under environmental control. Typical buildings to include, but not limited to, Inpatient Hospitals, Medical Office Buildings, Diagnostic and Treatment Facilities, Outpatient Surgical Centers, Outpatient Physical Therapy Centers, Cancer treatment Centers, Residential Holdings, and Physician Offices

Develop, implement and administer programs to maintain the physical plant, interior, grounds and equipment of hospital owned and leased properties.

Ensure the reliable and effective operation of all utility systems. Monitor equipment, operations and energy consumption to minimize cost.

Establish preventive maintenance programs, prioritize repair schedules and projects to minimize disruption to hospital operations.

Identify deficiencies in building systems. Propose and implement solutions to rectify building system problems.

Assist in the planning, design and integration of new construction projects into existing building mechanical and electrical systems.

Ensure buildings and systems are in compliance with the latest edition of pertinent building codes governing occupancy as well as all PADOH & JCAHO requirements for EOC (life safety, utility management, social environment and facility related portions of miscellaneous section).

Negotiate quality, supply and price of electricity and natural gas for all hospital properties.

Analyzes HCAPS, Press Ganey and other customer satisfaction data to develop and implement effective program to achieve benchmark performances in facility related / controlled areas.

PROJECT MANAGEMENT - Coordinates facility maintenance projects from inception to completion.

Obtains Department of Health start and completion approval. Assures project remains within building codes.

Ensures projects remain on time and within established budgets.

Synchronizes construction and vendor timetables to facilitate a fluid, forward moving construction schedule.

Acts as information liaison throughout projects, communicating pertinent information to administration, user groups and other departments impacted by the project as well as construction contractors and vendors in cooperation with Director of Facilities and Planning.

Coordinates completion itinerary with Department of Health, user department, administrations and other department; certifies vendor payment and follow-up with all concerned parties in cooperation with the director of facilities development.

Oversees efforts of architects, engineers, project managers, contractors and consultants.

Manages projects to ensure quality, cost, schedule, safety and operational impact objectives are achieved.

ORGANIZATIONAL DEVELOPMENT - Participate in the strategic planning of hospital facilities.

Develop annual facility improvement project lists, prioritize projects and recommend course of actions.

Develop budget estimates for maintenance projects and future facility expansion options.

Assist Facilities Director in providing "as built" documentation including CAD drawings, O&M manuals and other requested data needed to assess existing condition, capacity and useful life of building systems and infrastructure.

Ensures compliance with all building codes and regulatory requirements for projects including receipt of all permits and occupancy approvals.

Assists Facilities Director to develop and maintain building standards for architectural, mechanical and electrical product selections to optimize performance and cost effectiveness of construction materials and processes.

Oversee utility management via support from contracted engineering and building issues and presents recommendations for approval.

Assists Facilities Director to perform cost / benefit analysis for all engineering and building issues and presents recommendations for approval.

Provides data requested by external cost consultants or by any internal staff and responds to develop and implement any action plans required to achieve expected benchmark performance.

Competency and Experience [Knowledge, Skills and Abilities]

Required Qualifications / Experience

Associate Degree related to Facility Operations Management or

Six (6) years’ experience in Facilities.

Demonstrate knowledge and expertise in analyzing and interpreting technical blueprints and manuals, building and equipment operations, budgeting and cost control and knowledge of building codes.

Two (2) to Four (4) years supervisory / management experience in Facilities.

Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment.

Strong ability to communicate complex and / or controversial topics and concepts to a wide and diverse audience.

Strong knowledge of National Fire Protection Agency (NFPA) Codes, OSHA Law & Regulations.

Preferred Qualifications / Experience

Prior experience in Healthcare setting.

Joint Commission for the Accreditation of Hospitals (JCAHO) Standards, and pertinent DEP Law & Regulation

Department of Health and other regulatory procedures and guidelines.

License, Certification & Clearances

Act 34-PA Criminal Record Check from the PA State Police system.

Valid Driver’s License (if out of state hire, the record report from applicable state’s driver license department is required).

Supervisory Responsibilities

This position has direct supervisory responsibilities and serves as a coach and mentor for other positions in the department.

Management responsibilities include hiring, coaching, skills development, recognition and rewards, staff productivity and performance management.

Position Type / Expected Hours of Work

Incumbent will be scheduled based on operational need (rotate shifts, standby, on-call, etc.).

Travel may be expected locally between System locations.

Equal Employment Opportunity

Independence Health and its affiliated companies are Equal Opportunity Employers. It is their policy to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran status, or genetic information, or any other classification protected by law. Independence Health and its affiliated companies will comply with all applicable laws and regulations.

Disclaimer

This job description is not designed to contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Moreover, duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Work Environment

Effective March 2020 or during pandemic : goggles, face shield and mask are required according to CDC guidelines

When lift requirement is in excess of 50#, lift assistance (2 person) and / or transfer device is required.

Essential – Absolute Necessity.

Marginal – Minimal Necessity.

Constantly – 5.5 to 8 hours or more or 200 reps / shift.

Frequently – 2.5 to 5.5 hours or more or 32-200 reps / shift.

Occasionally – 0.25 to 2.5 hours or 2-32 reps / shift.

Rarely – Less than 0.25 hours or less than 2 reps / shift.

Physical Condition

Essential

Marginal

Constantly

Frequently

Occasionally

Rarely

Never

Extreme Heat

Extreme Cold

Heights

Confined Spaces

Extreme Noise(>

85dB)

Mechanical Hazards

Use of Vibrating Tools

Operates Vehicle (company)

Operates Heavy Equipment

Use of Lifting / Transfer Devices

Rotates All Shifts

8 Hours Shifts

10-12 Hours Shifts

On-Call

Overtime( 8 / hrs / shift; 40 / hr / wk)

Travel Between Sites

Direct Patient Care

Respirator Protective Equipment

Eye Protection

Head Protection (hard hat)

Hearing Protection

Hand Protection

Feet, Toe Protection

Body Protection

Latex Exposure

Solvent Exposure

Paint (direct use) Exposure

Dust (sanding) Exposure

Ethylene Oxide Exposure

Cytotoxic (Chemo) Exposure

Blood / Body Fluid Exposure

Chemicals (direct use) Exposure

Mist Exposure

Wax Stripper (direct use)

Non-Ionizing Radiation Exposure

Ionizing Radiation Exposure

Laser Exposure

Physical Demands

When lift requirement is in excess of 50#, lift assistance (2 person) and / or transfer device is required.

Essential – Absolute Necessity.

Marginal – Minimal Necessity.

Constantly – 5.5 to 8 hours or more or 200 reps / shift.

Frequently – 2.5 to 5.5 hours or more or 32-200 reps / shift.

Occasionally – 0.25 to 2.5 hours or 2-32 reps / shift.

Rarely – Less than 0.25 hours or less than 2 reps / shift.

Physical Condition

Essential

Marginal

Constantly

Frequently

Occasionally

Rarely

Never

Bending (Stooping)

Sitting

Walking

Climbing Stairs

Climbing Ladders

Standing

Kneeling

Squatting (Crouching)

Twisting / Turning

Keyboard / Computer Operation

Gross Grasp

Fine Finger Manipulation

Hand / Arm Coordination

Pushing / Pulling(lbs. of force)

Carry

Transfer / Push / Pull Patients

Seeing Near w / Acuity

Feeling (Sensation)

Color Vision

Hearing Clearly

Pulling / Pushing Objects Overhead

Reaching Above Shoulder Level

Reaching Forward

Lifting Floor to Knuckle

Lifting Seat Pan to Knuckle

Lifting Knuckle to Shoulder

Lifting Shoulder to Overhead

When lift requirement is in excess of 50#, lift assistance (2 person) and / or transfer device is required

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