Metro New York & Southern Connecticut

• Job Type: Officer of Administration
• Hours Per Week: 35
• Standard Work Schedule: Core business hours Monday-Friday, schedules vary
• Building:  1111 Westchester Avenue, NY 10604
• Salary Range: $66,300 - $85,000

Position Summary

The FPO Ambulatory Facilities Operations Supervisor (Site) is responsible for the day-to-day facilities support of CUIMC Facilities as well as assigned multispecialty medical practice facilities and article 28 sites including a 24-hour facility. The Supervisor is responsible for ensuring service level agreements are met, manages vendors/contractors providing services, and manages the maintenance of HVAC, mechanical, and additional equipment.

Responsibilities

Operations

• Manages day to day vendors and contractors (Housekeeping, maintenance, etc.). Ensures standard operations and consistent service delivery across all assigned FPO ambulatory clinical practice sites. Executes service level agreement (SLA) for assigned sites. Conducts and documents regular meetings and in service with the staff to communicate and reinforce SLA. Responds to requests and communicates with tenants to ensure satisfactory resolution.
• Supports facilities operations for FPO ambulatory clinic practice sites. This includes, but is not limited to, handling building emergencies, maintenance and repairs related to electrical, plumbing, HVAC system, carpentry, refurbishment, lock-smith items, carting of waste materials, flooring, etc., and serving as a liaison between landlord and tenants. Addresses and responds to escalated issues as needed.
• Assists with miscellaneous facilities support activities included, but not limited to, deliveries, event set up, gas and suction equipment, fire alarm system, and related contractors vendors providing services. Creates action plans for emergencies, maintenance schedules and ongoing cosmetic touch-ups.
• Ensures timely response to emergency and unusual service calls (including after hours); Evaluates the urgency and prioritizes accordingly.
• Provides information to the Assistant Director with regard to costs and expenses for the purchase of custodial, maintenance and contractors services. Recommends the purchase of new equipment or alteration of existing equipment where appropriate. Keeps Assistant Director informed of any unsafe conditions, and makes recommendation for corrective action. Assesses urgency and responds accordingly.
• Schedules and supervises third party vendor work when necessary. Maintains adequate supply of inventories to perform the above maintenance items. Ensures that inspections are current and compliant. Maintains equipment inventory and preventive maintenance schedule.
• Participate in discussions regarding construction related needs and is comfortable working with contractors and trades such as electricians and plumbers.
• Provides recommendations/input regarding renovations/ NY State and City inspections, including Office Based Surgery, Care Core, and Department of Environmental protection. Works with landlord and landlords building and engineering staff to ensure safety of facility.
• Helps compile intonation necessary to ensure all site-specific documentation and reports are completed accurately and on time, including: Material Safety Data Sheets (MSDS), ADA Compliance Log, OSHA Log, Safety Meeting Log. Elevator Logs, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, Paid Invoices File, General Files, Contract Files, and other reports documentation as required. Maintain facility manuals (e.g., safety manual, clinical and administrative policies and procedures, emergency action plan, fire safety plan).
• Manages wayfinding signage including needs assessment, recommendations, and strategy.
• Collaborates with FPO Ambulatory Clinical Practice team and non FPO sites on overall facilities related issues.
• Proactively inspects the facility, systems, rooms, communal areas, etc. and reports back any findings or issues to the appropriate parties. Follows up as needed.
• Assists in setting up the video conference room projector and computers for meetings when needed.
• Performs other job duties as required and assigned.

Project Management

• Coordinates services for construction/renovation projects including scheduling and supervision.

Strategy

• Serves as subject matter expert on all facilities issues and specialized equipment. Provides guidance to all FPO practices on facilities/construction/equipment issues as needed.
• Provides guidance and direction for contracted vendors. Conducts needs analysis for services as needed. Manages list of preferred vendors by type and region.
• Conducts needs analysis for facilities equipment, research for efficiency and cost savings, and makes recommendations.

People

• Assists with recruiting and human resource management activities. Ensures staff productivity benchmarks and quality measures are achieved.
• Supports Manager and/or Assistant Director on staff performance evaluations and competencies. Offers continuing guidance, coaching and assistance to employees on work activities, procedures, competency development and performance-related issues as appropriate. Escalates any performance related issues as appropriate.
• Promotes staff professionalism and performance modeling behavior, team accountability and demonstrating best practices/techniques.
• Establishes a culture of coaching and mentoring to facilitate continuous professional development and maintain an efficient patient-centered environment ensuring accountability, quality patient care, and patient satisfaction.
• Serves as the point of contact on vendor and other outsourced staff performance. Ensures that service level agreements (as related to staffing and performance) are adhered to.

Other

• Keep current on all organizational, practice, and patient privacy policies (e.g., infection control, HIPAA), goals, initiatives, and required trainings.
• Maintain a safe and secure work environment by following all OSHA, EH&S and public safety policies, and guidelines.
• Successfully complete all required university, hospital, and department trainings.
• Must be available to work nights and weekends.
• Perform other related duties and responsibilities as assigned/requested.

The list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary

Minimum Qualifications

• Bachelor's Degree or combination of education and experience
• A minimum of 3 years of relevant experience.
• An equivalent combination of education and experience may be considered.
• Specialized training in BMS and HVAC Systems and extensive knowledge of building maintenance, including heating and air conditioning, plumbing, electrical, painting, carpentry, and general operation of mechanical equipment.
• Must be familiar and have experience with Federal, State, NY City regulations including OBS and DEP, Hazardous and Medical waste disposal.
• Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely manner.
• Proficiency in problem assessment, resolution and collaborative problem solving in complex, and interdisciplinary settings.
• Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with staff, providers, and organizational stakeholders.
• Ability to lead and mentor the team through new and changing situations. Demonstrate a professional and compassionate manner while conveying a positive image of FPO Operations.
• Must demonstrate leadership and relationship management skills, and manage conflicts with tact, sensitivity, and respect.
• Ability to work independently and follow-through and handle multiple tasks simultaneously.
• Ability to work collaboratively with a culturally diverse staff and patient/family population demonstrating tact and sensitivity in stressful situations.
• Proficiency in Microsoft Office (Word & Excel) or similar software is required and an ability and willingness to learn new systems and programs.
• Must be a motivated individual with a positive mindset and exceptional work ethic. 
• Must successfully complete systems training requirements.

Preferred Qualifications

• Graduate of an accredited vocational technology program or skilled trade membership preferable.

Competencies

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

About Columbia University

Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.

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