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Senior Director, Facility Operations

Employer
Helbling, a ZRG company
Location
Columbus, Ohio
Salary
$180,000 - $220,000
Start date
Nov 3, 2023

Position Summary

The Senior Director, Facility Operations will direct the Ohio State University Wexner Medical Center (OSUWMC) facilities network and create a safe and efficient work environment that improves business performance, optimizes staff productivity, and ensures all clinical facilities are CMS/TJC compliant. The Senior Director, Facility Operations is responsible for working with senior leadership in the development and implementation of the vision, strategic direction, process improvement, compliance, safety measures, value-based initiatives, and innovation for the clinical enterprise. The role spans across ambulatory, emergency, and inpatient services and clinical enterprise (approximately 200 FTEs). 

The individual directs and leads the operations and maintenance of state-funded facilities structures, equipment, and utility systems, as well as coordinates preventive maintenance, repairs, and skilled trades. This individual directs the in-house engineering team, ensuring compliance in project design for OSUWMC-funded projects. The Senior Director will plan, develop, and establish departmental and divisional strategic plans and define and establish short- and long-range objectives. This individual will plan, develop, implement, and oversee programs, technologies, and projects designed to evaluate and improve building operations; improve quality, safety, and resource utilization in all ambulatory sites and inpatient hospital areas; and oversee an approximate budget of $100M in operating expenses per year. This individual works directly with leadership and management of these areas to develop projects and programs and implement system changes that promote excellence in service delivery.

The Senior Director, Facility Operations is responsible for facilities operations, engineering services, and compliance oversight, including:

  • developing opportunities for streamlining and creating efficiencies and developing long-term plans to accomplish the strategic initiatives of the organization; participating in strategic development and planning activities consistent with the vision, mission, and strategic goals of OSUWMC; providing oversight and direction to integrate services between all business units and service lines; ensuring compliance with all regulatory and accrediting bodies for inpatient services and outpatient ambulatory clinics; formulating and administering related organizational policies and procedures; managing relationships with key vendors / contractors and partners; providing consultation and advice to internal business units, as well as to external stakeholders; working with senior leadership to coordinate and complete a variety of projects to ensure delivery of value-added products and services and collaborating with internal and external customers to establish superior business processes; directing facilities budgets and monitoring expenditures; implementing safety procedures; leading the team to support minimizing overall hospital and clinic site disruptions to overall operations; improving working conditions; and creating a safe and comfortable environment for staff, faculty, visitors, and patients.

Responsibilities / Essential Job Functions

50% Strategic & Administrative Direction

Operations & Leadership

  • Collects, analyzes, and interprets appropriate data to utilize in planning and evaluation of services and to establish goals and objectives.
  • Collaborates with appropriate Senior Leadership, administrators, and hospital and clinical departments as well as University partners to understand and respond to customer needs.
  • Advises leaders in developing staffing productivity models to support recruitment, development, and retention of management teams and staff.   
  • Collaborates and develops business plans for new programs or services; monitors and ensures sound financial management of budgets and external contracts.
  • Evaluates and implements technologies, software tools, and system changes to drive efficient and forward-thinking operations.
  • Prepares administrative and operational reports as requested.
  • Serves as a member of the University Hospital, University (campus), James Cancer Hospital, and Facilities leadership council and operations team.
  • Represents assigned areas on Medical Center committees, at meetings, and in other activities as appropriate.
  • Maintains active membership in professional organizations and stays current on certifications, maintains and reviews same for management and staff as per professional development.
  • Sets the example by being a positive, visible representative of leadership who displays OSUWMC values.
  • Establishes both formal and informal communication structures and processes to ensure effective information sharing both within the department and across organizational disciplines.
  • Responsible for hiring and annual evaluation of all direct reports.
  • Creates a culture that focuses on customer service, staff engagement, collaboration, motivation, and effective communication.

Quality and Service

  • Monitors quality and safety metrics and assists in developing plans for improvement.
  • Monitors customer satisfaction and collaborates to develop plans for continuous improvement.
  • Develops, implements, and directs preventative maintenance and recapitalization programs for buildings, grounds (in collaboration with campus partners), mechanical and electrical, utility, and safety and security systems.
  • Leads the management of maintenance workers engaged in building repair, responsible for safety and security, electrical, plumbing, heating, air conditioning, and ventilation services.
  • Understands the requirements of the various regulatory/accrediting bodies and ensures compliance and surveillance in all assigned areas. 
  • Ensures compliance with TJC/CMS, OSHA, EPA, and other regulatory agencies.

Strategic Planning

  • Conducts strategic and operational analysis to assist in the proposal and decision-making process for expansion, new service lines, and other projects.
  • Cascades the applicable scorecard metrics down to connect the performance with that of the OSUWMC as a whole.
  • Develops a comprehensive method of asset management for facility services and engineering systems, across the health system.
  • Stays abreast of national trends and issues related to assigned areas and considers how these things affect current and future operations.
  • Coordinates development and implementation of marketing, media, and promotional plans and activities.

30% Performance Improvement & Financial Management

  • Oversight for creating and adhering to budgets for all assigned cost centers; develops requests for capital outlay expenditures as needed. 
  • Participates as required in planning exercises to improve bottom-line performance.
  • Utilizes productivity tools to manage areas and determine resource allocation.
  • Monitors departmental financial performance and adjusts operations if necessary.
  • Establishes goals, objectives, and operational plans annually to support Medical Center quality, safety, resource utilization, customer service, financial, supplies, and outcome strategies.
  • Develops projects and programs and implements system changes that coordinate care among inpatient and outpatient delivery settings, providers, purchasers, contracts, consumers, and businesses.
  • Recommends and supports solutions that reconcile the organization’s financial goals with its overall mission.
  • Actively manages the key drivers of financial performance (e.g., capacity utilization, staffing levels, productivity, employee vacancies/agency and contract utilization, inventory levels, purchases, etc.).
  • Analyzes critical financial issues (e.g., impact on reimbursement, ROI) at stake when making business decisions.
  • Reviews own workload to prioritize time allocated to issues of greatest importance to the organization and eliminates barriers that impede progress.

20% Planning and Projects

  • Participates in development of plans for new expansion and renovation of facilities as required.
  • Leads organizational and departmental initiatives or special assignments as requested.

Organizational Expectations

Works within the OSUMC's and the Department's policies and procedures. Demonstrates OSUMC mission, vision, and values through positive and effective interactions with staff, patients, and guest relations. Maintains professional conduct and promotes a positive team attitude by adhering to organizational expectations. Promotes teamwork through mutual respect for co-workers, developing positive interpersonal relationships, and lending assistance as needed.

Minimum Qualifications

For Hire:

  • Bachelor’s degree in engineering; master’s degree in health care administration, business, or other related field strongly preferred.
  • Ten to fifteen years of healthcare facilities operations or facilities management experience required, experience within ambulatory and hospital setting required. 
  • Experience managing a network of facilities preferred. 
  • Experience managing teams in facilities or skilled trades is required. 
  • Experience leading and implementing process improvement projects is encouraged.
  • Strong communication, interpersonal, organizational, and facilitation skills. 
  • Demonstrated ability to initiate and complete projects. 
  • Ability to learn new systems software.  Independent and self-motivated. 

On-going:

  • Attends professional continuing education to remain up to date on best practices and certifications (i.e., CFM, CEM, or ASHE are strongly preferred). 

Job Relationships

Supervisory Responsibility:  Management team of facility operations and service line, including, but not limited to, Departmental administrative staff and Directors, Associate Directors, and Managers in ambulatory, inpatient, and clinical settings.

 

Contacts:  Leaders, physicians, management, patients, visitors, patient families, engineers, ancillary personnel, University partners, materials management, clinical engineers, vendors, and contractors.

Responsible to: This is a dual-reporting role. The individual is responsible to Associate Vice President, Administration and Planning and also has accountability to the Associate Vice President, Facilities Planning and Operations, OSUWMC.trav

Physical / Visual / Mental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Work Environment

The work may involve everyday risks or discomfort which requires normal safety precautions typical of such places as offices and meeting rooms (i.e., use of safe work practices, avoidance of trips and falls, and observance of fire regulations and traffic signs), and additional safety education and/or health risk monitoring; may be required to use protective clothing or gear such as masks, gowns, coats, goggles, gloves, etc.

Note:  The above statements are intended to describe the essential functions and related requirements of persons assigned to this job. They are not intended as an exhaustive list of all job duties, responsibilities, and requirements.

About the Search

OSUWMC is conducting a national search with the assistance of Helbling, a ZRG company (www.helblingsearch.com), an executive search firm specializing in areas of facilities management, construction, engineering, and real estate development.

Please visit Helbling, a ZRG company Candidates Page for more information.

Ohio State is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, or protected veteran status.

 

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