Office Operations Manager Jobs in Scappoose, OR (NOW HIRING)

Department Overview

This position reports to the Healthcare Facilities Director and is responsible for Facilities Operations and Maintenance in OHSU hospitals and clinics. This position closely supports the Facilities Leadership team to ensure alignment across all Facilities functions.

This role supports the institutional mission and vision by providing safe, compliant, reliable, and inviting facilities while being aggressive in fiscal management in a customer-oriented way. Success in this position is critical to maintaining uninterrupted business operations for the healthcare mission and directly contributes to achieving OHSUs financial and mission goals.

This position directly leads and manages front line supervisors that support the operation and maintenance of 3.5 million square feet of inpatient adult and pediatric hospitals, ambulatory surgical centers, medical office buildings, and outpatient clinics. In addition to direct management of staff, this position will maintain strategic relations with key partners such as contracted vendors, Design & Construction, Utilities and clinical leadership. Significant success criteria for this role will be the development of processes, procedures, and a focus on a team-based approach through encouraging development and a culture of inclusion and high performance.

This individual plays a key role in compliance with CMS, OSHA, and all authorities having regulatory jurisdiction.

As a leader in Campus Services, the Healthcare Facilities Operations Manager is responsible for supporting the director in managing multiple competing priorities to best serve the institutional missions of healthcare, education and research, and helping define and exemplify the culture of the department.

Function/Duties of Position

Management/Team Leadership

• Responsible for providing leadership to ensure efficient, high-quality, proactive, fiscally responsible services, and act as a role model in supporting and promoting OHSU's vision, mission and customer service philosophy.

• Provide communication and support for supervisors and team leaders.  Conduct regular team meetings to review individual and team issues, workload, and efforts between work crews.

• Maintain communication with the managers of the other operational areas and customers to ensure they remain partners in our goal of continuous improvement.

• Conduct continual performance management of all team members, using quarterly GROW conversations.  Work with employees to develop and support professional growth paths and assess progress in achieving those goals.  Develop position descriptions, post positions and hire personnel.  When necessary, coach and discipline employees.

• Promote a culture of safety within the teams. Ensure team members remain current with the required training for their respective areas.

• Know and work within the boundaries of the OHSU/AFSCME Labor Agreement, OHSU Code of Conduct, Administrative Policies and Departmental Procedures.

Budgeting and Reporting

• Responsible for budget administration. Expenditure approval and detailed tracking of operating expenses, including communication of adverse trends.

• Coordinate team efforts to develop budget requests for capital and operating budgets, including cost/benefit analysis, project justification, and visual presentation materials (i.e. Power Point).

• Work with a variety of subject matter experts to facilitate the identification, prioritization, and tracking of capital replacement needs and costs to ensure reliable building systems in support of OHSU's mission.

Maintenance Management and Reporting

• Develop key building and system performance improvement indicators and reporting.  Including, but not limited to, labor reporting, operating cost per square foot, customer satisfaction, work order information (completion, aging, etc.).

• Continuously monitor and improve service quality and efficiency, including regular building rounds, process auditing, and customer feedback.

• Meet with customers regularly to discuss positive and constructive customer service feedback.    

• Manage maintenance and operations in compliance with all applicable codes, standards and policies; including, but not limited to DNV NIAHO Standards, Local Building and Fire Codes, OSHA Standards, Oregon Administrative Rules and Statutes.

• Proactively plan for and coordinate resources for campus emergencies. Participate in emergency preparedness exercises and actual emergency response.

Position Administration

• Stay current on codes and standards associated with healthcare facility maintenance, including networking with peer facilities.

• Attend departmental meetings and training.

• Work with Director to develop and accomplish professional development goals.

Other duties as assigned.

Required Qualifications

• Bachelor's Degree in engineering, management, or related field. Or equivalent experience level and industry certificates.

• Ten years of progressive leadership experience with:

  • Managing operations and maintenance of buildings and infrastructure in both new and aging facilities in CMS accredited medical facilities.
  • Delivery of operations and maintenance services in a unionized team environment.
  • Negotiating contracts for services.
  • Familiarity with construction means and methods and project delivery.
  • Developing and implementing customer service functions.

Knowledge, Skills, and Abilities

• Demonstrated ability to make independent decisions, analyze situations, solve complex problems and initiate actions.
• Demonstrated leadership and planning skills including strategic thinking and influencing outcomes.
• Exceptional interpersonal and communication skills, including extemporaneous and prepared speaking in front of groups.
• Ability to engage employees of all levels.
• Ability to understand technical concepts relating to building systems and infrastructure.
• Ability to prepare and administer budgets and develop reports.
• Ability to negotiate and manage service and construction contracts.
• Knowledge of operations and maintenance means, methods, codes and regulations.
• Proficient in software applications, specifically spreadsheet, word processing, presentation and database applications.

Preferred Qualifications

• Bachelor's degree in engineering, Masters in Business Administration.

• Operations and maintenance of buildings and infrastructure in both new and aging facilities, particularly in large (>500 bed) accredited medical facilities.

• Planning and directing a preventive maintenance program.

• Life cycle costing analysis of infrastructure systems, including capital planning and deferred maintenance programs.

• Direct project management responsibility in healthcare setting with projects over $100k.
• Certified Healthcare Facilities Manager or similar certification.

Additional Details

Primarily indoor office environment; requires work hours beyond standard office hours as needed. May be required to work long hours in the event of an emergency (power outage, flood, fire, etc.) and be on call.

Benefits 

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Paid time off - 208 hours per year, prorated for part-time.
• Extended illness bank - 64 hours per year, prorated for part-time.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.

Why apply to OHSU?We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.eduEmployment Type: OTHER