Director Operations & Administration

General Summary of Position

Leads and coordinates departmental operations, budgets, and administration for the Real Estate and Facilities Management department. Oversees facilities management, financial oversight, and administrative functions for the Corporate Columbia Office (CCO). Oversees departmental budgets, purchasing, accounts payable, accounts receivable compliance, and vendor relationships while maintaining high professional standards consistent with the MedStar brand. Ensures smooth coordination of operational, budgetary, and administrative support to meet organizational goals.

Primary Duties and Responsibilities

• Manages and oversees annual budgets for the Real Estate and Facilities Management department, including preparing variance reports and monitoring monthly expenses.
• Serves as Department Financial Manager (DFM) for multiple cost centers, ensuring compliance with financial policies and efficient allocation of resources.
• Ensures smooth coordination of operational, budgetary, and administrative support to meet organizational goals. Oversees administrative staff and reception services to ensure high-quality customer interactions and consistent office coverage.
• Provides executive-level administrative support, including coordinating department executive calendars, scheduling, and preparing reports for senior leadership within the Real Estate and Facilities Management department.
• Conducts periodic workflow analyses, rewards and recognition programs, and vendor arrangement evaluations to optimize operational efficiency.
• Implements and enforces HR, Payroll, and Finance policies across the office and Real Estate and Facilities Management department.
• Leads training programs for staff related to office procedures and departmental processes.
• Administers and maintains systems for budget data reporting, vendor coordination, and expense tracking.
• Oversees purchasing, accounts payable, accounts receivable, operating expenditures, including office supplies, departmental purchases, and professional services.
• Liaise with building management and engineers to ensure optimal environmental conditions, cleanliness, and maintenance standards in line with the MedStar brand.
• Manages emergency communications during inclement weather or critical events, ensuring timely updates to associates via established communication channels.
• Works closely with building management to coordinate maintenance requests, monitor cleaning services, and manage building signage and security systems
• Ensures compliance with organizational standards for building operations, safety protocols, and emergency response procedures.
• Oversees the administration of parking, vendor relationships, and supply chain logistics for the department.
• Oversees conference room management, ensuring seamless coordination with IT, catering, and other support services.
• Maintains accurate space utilization records and manage office moves, additions, and changes within approved budgets.
• Develops and executes strategic projects to improve operational efficiency and enhance collaboration between Real Estate and Facilities Management and Corporate Administration.
• Ensures all operations adhere to governmental and accreditation regulations.
• Leads cross-departmental initiatives, fostering collaboration with internal and external stakeholders.
• Communicates critical updates and transition plans effectively to associates and stakeholders.
• Assists as needed in providing administrative and secretarial support to supervisory Vice President, assist in maintaining appointment calendar and scheduling meetings, handle telephone calls and messages, attend designated committee / management meetings and take minutes, coordinate arrangements for conferences and committee meetings, assist with development and preparation of various reports and schedules.

Minimum Qualifications

Education

Experience

Licenses and Certifications

Knowledge, Skills, and Abilities

This position has a hiring range of $70,428 - $131,310

Salary : $70,428 - $131,310