Assistant Director of Facilities Management

Job description

Description
JOB SUMMARY:
The Assistant Director of Facilities Management supports the development, implementation and administration of the physical plant, grounds, utilities and systems/equipment of all Hospital Authority of Miller County (HAMC) entities through effective utilization of personnel and materials, as directed by the Director of Facilities Management.
GENERAL REQUIREMENTS:
• Performs all job responsibilities in alignment with the mission and vision of the organization.
• Makes decisions that are guided by precedents, policies, and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.
• Addresses problems that are highly varied, complex, and often non-recurring, requiring staff input, innovative, creative, and Lean diagnostic techniques to resolve issues.
• Sets goals and determines how to accomplish defined results with some guidelines. Director provides strategic guidance and overall direction.
• Performs other duties as required and completes all job functions as per departmental policies and procedures.
• Maintains current knowledge in present areas of responsibility (i.e., self-education, attends ongoing educational programs).
• Attends staff meetings and completes mandatory in-services and requirements and competency evaluations on time.
• Wears protective clothing and equipment as appropriate.

GENERAL SKILLS:
• Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.
• Ability to comprehend and communicate complex verbal information in English with staff and customers.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint, Access and/or other web-based applications. May produce complex documents, perform analysis, and maintain databases.
• Ability to demonstrate full working knowledge of standard concepts, practices, procedures, and policies with the ability to use them in varied situations.
• Ability to demonstrate in-depth knowledge of concepts, practices, and policies with the ability to use in them complex varied situations.
• Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
• Ability to provide a high level of customer service and staff training to meet customer service standards and expectations for the assigned unit(s). Resolves service issues in the assigned unit(s) in a timely and respectful manner.
• Additional languages preferred.

WORKING CONDITIONS:
• General environment: Works in a well-lighted, air-conditioned area, with moderate noise levels.
• May be exposed to high noise levels and bright lights.
• Potential exposure to adverse environmental conditions
• May be required to change from one task to another or different nature without loss of efficiency or composure.
• Periods of high stress and fluctuating workloads may occur.
• May be scheduled as needed including overtime.
• Work requires close attention to task for work to be accurately completed. Intermitted breaks during the workday do not compromise the work.
• Work requires constant response to changing circumstances and using new information to adjust approach and to quickly respond to new needs.

PHYSICAL REQUIREMENTS & DEMANDS:
• Have near normal hearing: Hear alarms/telephone/normal speaking voice.
• Have near normal vision: Clarity of vision (both near and far), ability to distinguish colors.
• Have good manual dexterity.
• Have good eye-hand foot coordination.
• Ability to perform repetitive tasks/motion.
• Work requires exerting up to 50 pounds of force occasionally and or up to 20 pounds of force frequently. Job is physical in nature and employees need to stand and/or move around through most of their shift.
• Continuously within shift (67-100%): Standing, Walking.
• Frequently within shift (34-66%): Bending/Stooping, Pushing/Pulling, Lift/carry up to 20lbs, Lift/carry greater than 20 lbs. with assistance.
• Occasionally within shift (1-33%): Sitting, Climbing, Twist at waist, Lift/Carry greater than 50 lbs. with assistance, Reaching above shoulder.
• Applicants will be subject to Department of Transportation (DOT) physical examination

MISSION STATEMENT:
QUALITY HEALTHCARE: In our continuing effort to enhance the quality of life for the communities we serve, the Hospital Authority of Miller County is committed to the delivery of superior, safe, cost-effective healthcare through the provisions of education prevention, diagnosis and treatment.
JOB SPECIFIC COMPETENCIES:
• Assist with the management and oversight of operations of maintenance, building and grounds, constructions, fire safety, environmental issues, architecture/design, planning, safety management, waste management, life safety, and security.
• Learn and understand and ensure compliance with requirements related to DNV-GL, ACHC, CMS, and all other regulatory authorities. Maintain all documentation establishing compliance with all applicable regulations.
• Assist with maintaining all HAMC facilities in a state of regulatory survey readiness and emergency preparedness to reduce the risk of patient harm by interruption of patient care services and equipment functions. Conduct and document findings of periodic inspections, noting general condition of plant to identify any needs and/or changes required to keep the facility in safe, well-maintained condition; communicate to Executive Management identification and recommendation of capital and facility update projects to maintain the facility in optimum condition. Perform safety and other physical environment audits to ensure compliance.
• Complete employee work performance evaluation and set individual annual goals for employees; identify occurrences of employee non-compliance with HAMC policies and procedures; confer with Human Resources regarding any employee non-compliance issues and administer HAMC disciplinary policies and procedures as directed.
• Participate in the new hire process, establish and validate new hire orientation and education.
• Assist with the development of training programs for staff. Provide ongoing training in functions and repair of equipment with validation of competency. Cross train employees in other areas. Create measurable competencies for staff and provide data analytics showing effectiveness of staff.
• Maintain time & attendance records for staff; utilizes production records to identify staffing needs of the department and to ensure efficiency of operations.
• Promote a culture of patient and employee safety. Make sure all Infection Control initiatives are followed, including during construction/renovation, and make sure all trades are properly permitted before commencement of any work.
• Assist with establishing, implementing and interpreting policies and procedures.
• Assist with the coordination of Facility Management activities with other departments, agencies, and contractors, to include planning and conducting emergency preparedness drills.
• Assist with providing oversight in the functionality of the healthcare safety programs to include:
• Emergency Preparedness
• Hazardous Materials and Waste
• Fire and Life Safety
• Medical Equipment
• Safety
• Security
• Utility Systems
• Assist with the management the Facilities Department operational expense budget, to include budget planning and capital requests.
• Oversee preventative maintenance management programs for buildings, equipment, utilities, and grounds.
• Assist with the management of the Facility Management Department Information Management System to include: the work order system, ownership and knowledge of building diagrams, Life and Fire Safety, building automation system, and preventive maintenance checks.
• Develop reporting and report data quarterly on preventive maintenance checks, work orders, and other relevant information for the Facilities Department.
• Assist with the management of the operations and maintenance of all systems including, but not limited to:
• Building envelope, roofs, windows, exterior surfaces
• HVAC, refrigeration systems and equipment
• Steam and hot water generation systems
• Electrical distribution systems
• Emergency power supply and fuel oil storage
• Medical vacuum system / medical gas system
• Fire protection system
• Potable water, non–potable water (sprinkler system), sanitary sewer
• Safety and security systems
• Vertical transport systems such as elevators, dumbwaiters, tube systems, etc.
• Grounds
• Must have the ability to multitask, prioritize tasks, and meet deadlines.
• Must have the ability to work collaboratively with and communicate appropriately and effectively with Department Directors/Managers, Executive Management, Vendors, Contractors, etc.
• Must have skills with the Microsoft Office suite of products.
• Complete all other duties as assigned by Manager and/or Executive Management.

DEMONSTRATES COMPETENCY IN THE FOLLOWING AREAS:
• Demonstrates knowledge of facility management; demonstrates knowledge of disaster and emergency policies and procedures.
• Demonstrates knowledge of good interpersonal relationships.
• Communicates job expectations and holds staff accountable.
• Conducts monthly staff meetings. Allows staff to participate in problem-solving and quality improvement.
• Ensures time and attendance records and performance evaluations are completed in a timely and accurate manner.
• Utilizes organization and time management skills to determine workflow processes required to complete tasks in a timely manner.
• Completes other duties as assigned by Manager and/or Executive Management.

PROFESSIONAL REQUIREMENTS:
• Follows Code of Conduct policy.
• Adheres to dress code; appearance is neat and clean.
• Completes annual educational requirements.
• Maintains regulatory requirements.
• Maintains patient confidentiality at all times.
• Reports to work on time and as scheduled; completes work within designated time.
• Wears identification when on duty; uses computerized time clock system correctly.
• Completes in-services and returns in a timely fashion.
• Attends annual review and/or skills fair and department in-services, as scheduled.
• Attempts to end conversations and other interactions in a positive manner; leaves others with a good impression of the Hospital Authority of Miller County and its employees.
• Complies with all organizational policies regarding ethical business practices.
• Communicates the mission statement of the organization.

GUEST RELATIONS STANDARDS:
(All guest relation violations are subject to disciplinary action up to and including termination):
• Always treat others in a friendly, helpful manner.
• Refers co-workers to proper sources when unable to provide an answer.
• Interacts with others in a professional and friendly manner.
• Takes interest in others and always gives full cooperation to fellow workers.
• Always maintains an open line of communication with other departments.
• Thoroughly familiar with the hospital and the services it offers.

OTHER:
• Responsibility to Report: It is the responsibility of every employee of HAMC to comply with federal, state and local laws and regulations, as well as, HAMC Policies and Procedures. Every employee is help accountable to participate in, comply with and report concerns to his or her supervisor or the Compliance Officer if illegal or unethical behavior is suspected.
• As an employee of HAMC, you have been granted user access to applicable ePHI systems based on your position. This user or role-based access is intended to give you the minimum necessary access to perform your job function(s) only and should be used only as applicable.

OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Requirements
EDUCATION, CREDENTIALS & EXPERIENCE REQUIREMENTS:
• Minimum of 1-2 years’ relevant experience with a Bachelor’s degree in Engineering, Construction Science, Business Management, or related field required; or,
• Minimum of 2-3 years’ experience in maintenance involving equipment, equipment maintenance, and building maintenance, with a High School diploma or GED required.
• Experience with healthcare physical environment is preferred.
• Supervisory experience performing duties such as planning, assigning, and reviewing work, as well as training staff, preferred.
• A combination of training, education, and experience that is equivalent to one of the employment standards listed above and that provides the required knowledge and abilities.
• Knowledge of the methods, material, practices, and equipment required to manage and maintain HAMC facilities in a state of constant survey readiness and emergency preparedness.
• Ability to lead a team and coordinate survey readiness, preventive maintenance, repairs, and projects.
• Must have skills and experience utilizing the Microsoft Office suite of products.