|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.
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
o Reception Staff
o Administrative Services Staff, including Watsonville Office Manager
o Part-time Facility Support Assistant
Vendor Management e.g., General Contractors, electrical, plumbing, HVAC, Hazardous Waste, Janitorial, Furniture, Alarm, Landscaping, Arborist
Safety Committee, including workstation ergonomics
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.
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.
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
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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