Department Overview

OHSU is proud to be designated a Magnet hospital by the American Nurses Credentialing Center. Just 9 percent of U.S. healthcare organizations hold this designation. We pride ourselves in not only serving our community with the highest of accolades but also pushing a multifaceted mission that strives for excellence within the OHSU Culture.

OHSU is hiring! We offer a variety of benefits on top of joining a thriving organization:

• Medical, dental and vision coverage at low or no cost to employees
• Covered 100% for full-time employees and 88% for dependents
• Several retirement plans to choose from! – Oregon Public Service Retirement Plan and University Pension Plan, voluntary savings plans (403b, 401a and 457b)
• Up to 200 hours (equal to 25 full days) a year of paid time off
• 96 hours of sick leave a year (prorated for part-time employees)
• Commuter subsidies
• Tuition reimbursement
• Access to group life insurance, disability insurance and other supplemental benefits
• Annual Raises
• Employee discounts to local and major businesses
• Childcare service discounts
• Growth/Development Opportunities

We want you, apply and work with us today! https://www.ohsu.edu/

This position provides management and supervisory support to the Facilities Operational Support Teams. These include the Business Services, Triage, Core Operations Support, and Flexible Workspace Teams within Campus Services, and is responsible for both day to day operational and high level goal-oriented management. This position will work in the Campus Services department with duties that effectively support all missions of OHSU, while being housed in the Facilities department of Central Services. Serves as backup Director of Facilities when coverage or vacation needs dictate.

This collection of teams, overseen by the Facilities Operations Manager is uniquely positioned to house Facilities process improvement efforts, customer service management, vendor contract management including the process through which we engage with perspective new vendors, ISO-9000 policy transition efforts, reimbursable work order management, employee operational support and HR functions, inclement weather response coordination, communication standardization, and any other unique and otherwise unanchored project efforts that require creative problem solving and synchronous teamwork. The Facilities Operations Manager is also responsible for quickly responding to and creating project plans as directed by the Chief of OHSU Operations.

The triage team is the liaison between the following three entities: the customer requesting facilities maintenance work, the maintenance technicians performing the work, and Central Financial Services. The triage team uses Oracle’s eAM (Enterprise Asset Management) module to create work orders from work requests. Triage also is, on a department specific basis, responsible for maintaining the flow of work within Facilities departments, ensuring each departmental budget is kept whole for reimbursable work. Additional responsibilities include verification of fiscal authority, as well as providing excellent customer service.

Function/Duties of Position

Facilities Operational Support Teams Management.

• Use accurate knowledge of institutional regulations, guidance, and policies and procedures.
• Hire, train, manage, and evaluate Business Services, Triage, Core Operations, and Flexible Use Space Teams.
• Foster a culture where we imagine, inspire, engage, and excel, and structure the team around these ideals both in our day to day tasks and in our high level goal setting
• Identify growth opportunities for each team member and encourage professional excellence and a high level of engagement.
• Direct team activities to ensure department objectives are met.
• Lead change management initiatives that impact all areas of Facilities and elsewhere in the organization
• Project management as identified within the team and for Facilities
• Long term team strategy development and implementation
• Budget tracking and projection
• Work with team to ensure appropriate and timely close-out of issues and reviews.
• Collaborate with all Facilities managers and stakeholders inside and outside the organization to ensure service levels and priorities in each area are clear and agreed upon.
• Plan and implement systems and procedures to improve the operating quality and efficiency of the team.
• Serve on various institutional committees.

Facilities Triage Program & Procedure Administration.

• Possess strong operational knowledge, ability and skill with eAM (Enterprise Asset Management). Develop, implement and monitor processes for efficient and effective administration of eAM and triage desk activities.
• Lead process improvement initiatives to improve the processes for the collection, prioritization, dispatch, and inter-team management and tracking of work requests with measurable improved results in customer satisfaction, customer response time, work prioritization and efficiency, data management and any other approved indices to be determined.
• Possess strong operational knowledge in the scheduling / planning function of eAM and be able to assist / train the maintenance managers and building coordinators in the scheduling / planning of work orders.

Process Improvement Ownership & Support.

• Support Facilities as a whole by identifying, prioritizing, and executing process improvement initiatives through the Facilities Operational Support Teams

Facilities Financial Management.

• Administers procurement and fiscal management activities associated with all Facilities activities, which may include: RFPs, and contracts for maintenance related work to acquire trades and professional assistance, monitoring spending on cost account basis, recommending and implementing corrective spending plans, reviewing and authorizing purchase orders, administering contracts, purchasing and approving employee purchases, ensuring compliance with institutional purchasing rules, and/or, performing other related activities.

Other duties as assigned.

• Other special projects, as assigned.

PERFORMANCE STANDARDS:

• Successful performance in this position includes leading a team with the following characteristics
  • Ability to work independently and to make autonomous decisions without additional oversight in an efficient manner without compromising accuracy or adherence to regulations, policies and procedures, while also maintaining engagement with a team.
  • Provide superior customer service to providers, administrators, vice-presidents, employees, students, and volunteers at all times.
  • Excellent organizational skills with an ability to effectively and independently prioritize a variety of complex tasks/projects and to work calmly under pressure with tight deadlines while maintaining superior customer service and quality/accuracy standards.
  • Exceptional written and oral communication skills.
  • A resourceful and self-sufficient professional who stays current with information, technology, trends, and developments in the field and recommends applicable and reasonable process changes as a result of industry trends and identified deficiencies.
  • Exceptional professionalism in all interactions and commitment to confidentiality, when appropriate or required.
  • Engaged team player with a positive “can-do”, problem-solving, and enthusiastic attitude.
  • Driver of projects that are assigned such that they are accomplished in a timely, complete and high quality fashion.

Required Qualifications

• B.S./B.A. in Business Administration or related area – Or- Minimum of 10 years in progressively responsible experience in lieu of degree
• 5 years of progressively responsible experience in managing projects and stakeholders
• Excellent verbal and written communication skills, including experience and knowledge of working with a diverse group of people with conflicting and urgent needs.
• Comprehensive experience in the use of computer hardware and software including Microsoft Office Suite and Internet Explorer.
• Skills and ability to achieve high proficiency in industry specific software programs.
• Professional and attentive customer service skills, ability to exercise good judgment, ability to work independently and with minimal direction, critical thinking skills, multitasking skills, data management skills, presentation skills, ability to manage competing deadlines, ability to work effectively in a team environment; attention to detail and exceptional organizational skills

• Compliance with Code of Conduct, Respect in the workplace and Applicable policies, procedures and agreements related to position, department or OHSU as a whole

• Must be able to perform the essential functions of the position with or without accommodation

Preferred Qualifications

• OHSU experience related to its three missions preferred; knowledge of OHSU policies and procedures preferred
• Experience with OHSU computer programs such as Oracle and Outlook. Asset management certification, professional coaching certifications, presentation delivery training

Additional Details

Pay Range: $99,340.80 - $168,854.40 per year

The Facilities Operational Support Teams desire to go beyond day to day operational support services and to offer next level services to internal and external customers. The Facilities Operations Manager (Manager) will be relentlessly curious, obsessed with innovation, and drive real and meaningful progress.

The Manager will foster a culture of inclusion, breaking down barriers and silos in Campus Services Departments and beyond. The Manager will learn from experts including staff, internal and external customers, and outside sources instituting best practices and balancing today’s requirements with sustainable solutions for tomorrow.

The Facilities Operational Support Teams support all areas of Facilities, including Utilities, Grounds, Custodial, Fire Safety, Operational Compliance, Environmental Health & Radiation Safety, Healthcare and University Facilities Zones and Facilities Business Office. In addition, these teams support Logistics, Campus Safety, Emergency Management, and the broad OHSU community through the administration of OHSU’s Flexible Use Space program. This team also provides executive level support to the Chief of OHSU Operations and all of their VP level direct reports as needed.

This position will focus on identifying and implementing strategic process improvement initiatives to reduce operational and administrative costs to the division. This position will collaborate with internal groups; manage performance improvement activities; provide guidance, direction, and review of training and communication materials and initiatives; and represent the Facilities Operational Support Teams on a variety of Facilities and OHSU-wide committees and initiatives. This position has a strong customer-service, process improvement, and project management orientation. This position is accountable for the leadership, coordination, and supervision of the Facilities Operational Support Teams, with the goal of providing expert guidance on all tasks with a strong customer service focus.

Successful leadership attributes for this position include:

• A solid leader with exceptional interpersonal, verbal and written communication skills, who manages work groups by inspiring and advising team members and facilitating goal accomplishment. Has effective time management skills, the ability to prioritize projects for self and team. Evaluates performance of self and others to ensure success.
• A collaborator and consensus builder capable of maintaining and cultivating successful working relationships with internal and external stakeholders. A person who proactively establishes/develops strong relationships with key stakeholders across the organization.
• A resourceful professional who stays current with information, technology, trends, and developments in the field and implements applicable and reasonable policy and process changes as a result of industry trends.
• A well-organized leader with the ability to manage a variety of complex projects while charting a course of action that effectively and efficiently assists the organization and department in fulfilling goals and objectives.

In short, the Manager is responsible for leading several highly efficient and effective teams and creating a friendly, positive, inclusive, and service-oriented culture. The Facilities Operational Support Teams are uniquely positioned to be champions for these initiatives, and the manager is responsible for empowering the team to be positive advocates for change.

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.