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Operations/Facilities Manager

Location:Scotts Valley, CA
Employment Type:Full Time
Description:The Operations/Facilities Manager is responsible for directing all aspects of Administrative Operations and Facilities Services.

Facilities Services duties include managing all maintenance functions for all hospice locations. This will include preventive maintenance, emergent building problems, and project planning for remodeling, replacement, and repair of building and furnishing issues. Duties will also include leading the Building Committee (a joint staff/Board committee), assuming the Safety Officer position, managing the Disaster Plan, MSDS tracking, OSHA requirements, Hazardous Waste Disposal, alarm and other vendor management.

Administrative Operations duties include supervision of the HSCC Reception staff, ensuring coverage for reception during all business hours, and for other Administrative Services Staff for both HSCC locations. Includes oversight of ordering and tracking medical supplies, as well as office products and supplies. Responsible for receiving, tracking and assigning Administrative Task Requests and Event Requests, as well as ensuring the completion of the requests.
Duties:Supervisory Responsibilities
• Executes the managerial responsibilities as outlined in the “Manager/Supervisor” job description, including demonstrate leadership to coach, discipline, measure and reward efforts and achievements that uphold the Agency Mission, Values, Behavior Standards and Pillar Goals
• Staff Supervision
o Reception Staff
o Administrative Services Staff, including Watsonville Office Manager
o Part-time Facility Support Assistant

Specific Functional
• Vendor Management – e.g., General Contractors, electrical, plumbing, HVAC, Hazardous Waste, Janitorial, Furniture, Alarm, Landscaping, Arborist
• Project Management
• Safety Committee, including workstation ergonomics
• Preventive Maintenance
• Establish a schedule and budget for furniture and equipment replacement
• Coordinate office/equipment moves as necessary
• Maintain and manage HSCC vehicle
• Manage recycling and confidential document destruction efforts
• Maintain control over physical access to building – alarms, keys, etc.
• Point of contact for Property Manager/Landlord for leased sites
• Proactively identify improvement opportunities and mitigate potential issues
• Interface with staff and vendors for desk adjustments, redesign, etc.
• Conduct routine walk-throughs for safety, maintenance and facility issues
• Respond to staff requests
• Supervise reception staff, ensuring coverage for reception in both offices during all business hours.
• Ensure adequate trained back-up reception staff for coverage of primary staff absences.
• Supervise other Administrative Services staff, directing the workload and ensuring users’ needs are met.
• Monitor reception function to ensure call volume is handled appropriately and current systems for answering/routing calls are appropriate.
• Ensure welcoming, professional appearance of all front office and office supply areas.

Supply Ordering/Tracking
• Supervise ordering and tracking office supplies, ensuring adequate supply on-hand and the best pricing available. Verify and approve invoices for supply orders.
• Supervise ordering and supply flow of medical supplies for two offices and cubby ensuring adequate supply on-hand and securing best pricing available.
• Process requests for special patient-specific medical supplies as needed.
• Ensure clinical education team has all supply kits and units to support training needs.

Administrative Task Requests / Event Request
• Receive, track, assign and monitor completion of Administrative Task Requests and Event Requests.
• Oversee as needed all event support logistics and ensures supplies needed for events are available as required.
• Appropriately utilize outside vendors as needed for event requests.
• Collaborate with Agency managers to ensure coordination of administrative and event needs.

Additional Responsibilities
• Performs other related job duties as assigned by Supervisor.

• Ensures all HIPAA Privacy and Security Regulations, Medicare Conditions of Participation, and all other regulatory/compliance requirements are understood and followed
• Ensures compliance with all job related State/Federal Laws
• Models compliance and educates staff as necessary
• Bachelors Degree preferred, not required
• 3 years experience managing maintenance and repair functions
• 3-5 years of progressively responsible administrative support work required
• Previous supervisory experience preferred.
• Healthcare experience preferred

Skills Required
• Supervisory experience
• Proven ability to manage projects to conclusion and multi-task
• Effective verbal and written communications skills and ability to communicate effectively with all levels of management and staff
• Advance Microsoft Office skills
• Attention to detail

Certifications, Licenses, Registrations
• Pass OIG/EPLS review and all required background checks

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