POSITION DESCRIPTION:
The Facilities Project Manager serves as liaison and support for IHA practice facility design, development and implementation for facility-related projects. Position responsibilities include support in all facets of project management with a specialty in a specified work process. Scope of project coordination and oversight work includes facility layout design, coordination with construction activities, selection of finishes and other related items to build out and location occupancy, facilitation of furniture, fixtures and equipment orders for initial occupancy and move coordination from one location to another and other relevant duties. Responsibilities also include project status tracking and reporting, miscellaneous monthly reporting and other tasks as may be assigned.
ESSENTIAL JOB FUNCTIONS:
Not all Facilities Project Managers will assume all Essential Job Functions listed. Some will have a more targeted role.
Responsibilities related to lease agreements:
Has oversight for all IHA facility lease agreements, tracks length of lease(s) and ensures renewals are obtained, obtains finalized lease agreements with relevant property management for all IHA locations where applicable (Domino’s Farms, EP2, etc.).Serves as a resource for lease agreements and landlord information. Serves as a liaison with the building property manager for maintenance or other property issue, as needed.Responsibilities related to office remodels, office moves, new office builds and openings:
Serves as the liaison between the architects, contractor and practice for remodels and new builds. Serves as the project lead, or as a resource to who may be designated as the project lead for an office remodel. Serves as the facility project lead for a new build. Utilizes appropriate project management tracking tools to ensure deadlines are met and holding others accountable for assigned tasks, deadlines, etc.Serves as the move coordinator, or as a resource for an office move.Procures and oversees delivery and installation of non-clinical furniture, appliances and other items, as needed for a new build.Handles all aspects of the interior signage process for a new build.Creates the key schedule for a new build and secures sign-off when keys are distributed. Creates a schedule for a new build that includes deliveries, installations and other preparations related to opening.Coordinates and leads meetings with marketing, IT and operations to review and coordinate activities related to the building completion and opening from a facility perspective. Approves invoices as they are received and submits all invoices to finance at the close of the project. Maintains monthly new build/remodel report and any other ad hoc reports.Serves as a resource to offices seeking vendors, such as for furniture, painting, carpet and installations.Maintains the SharePoint site for Property & Facility Resources.Responsibilities related to SJMG and Central Administrative offices:
Follows standard Operational Enhancement Request process for SJMG and Central Administrative offices replacement of large items (chairs, desks, file cabinets, etc.); places orders and coordinates with department manager upon receipt of items.Ensures that all SJMG and IHA property at Central Administrative office are maintained and in good working order; works directly with applicable vendors to coordinate updates and replacement for common services and other items as necessary (vending machines, copiers or other items which are common to all Central departments).Coordinates and oversees SJMG and/or IHA Central office or facilities update projects as assigned; utilizes appropriate project management tracking tools to ensure deadlines are met and holding others accountable for assigned tasks, deadlines, etc.Manages all requests for SJMG and IHA Central common area updates including carpet replacement, paint or other updates needed to ensure all areas are professional and well maintained.Coordinates with outside vendors for SJMG and IHA Central for office furniture moves, office or cubical relocations and all other projects related to space expansions or department moves.Gathers and researches needed background or other relevant information to support assigned facility update projects; ensures that resources are secured and appropriate authorizations to proceed is obtained.Serves as the liaison with Leadership and Domino’s Farms to resolve maintenance and other relevant property issues; ensures that all requests for maintenance are satisfactorily completed.Has oversight for all IHA Central conference rooms to ensure the following: furniture is in proper working order; dry erase boards are maintained; updates signage; ensures proper receptacles are in each room.Serves as point person with Domino’s Farms security regarding key maintenance, security access and authorized signers; has authority to sign off on access requests, ensures that there are sufficient leaders at Central who are authorized as well.Other Responsibilities:
Performs other duties as assigned.ORGANIZATIONAL EXPECTATIONS:
Creates a positive, professional, service-oriented work environment by supporting the mission and values of both IHA and Trinity Health. Must be able to work effectively as a member of the Administration team. Successfully completes IHA’s “The Customer” training and adheres to IHA’s standard of promptly providing a high level of service and respect to internal or external customers.Maintains knowledge of and complies with IHA standards, policies and procedures.Maintains general knowledge of IHA office services and in the use of all relevant office equipment, computer and manual systems.Maintains strict patient and employee confidentiality in compliance with IHA and HIPAA guidelines.Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences.Uses resources efficiently.MEASURED BY:
Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.
ESSENTIAL QUALIFICATIONS:
EDUCATION: Bachelor’s degree or equivalent combination of education and experience.
CREDENTIALS/LICENSURE:
MINIMUM EXPERIENCE: 2 or more years’ experience leading moderately complex projects, supporting updates and maintaining a work environment; previous supervisory experience directing non-exempt staff activities.
POSITION REQUIREMENTS (ABILITIES & SKILLS):
Proficiency in multi-tasking and meeting sensitive deadlines in a fast-paced environment with a personal commitment to producing the highest quality work and providing extraordinary customer service; demonstrated ability to effectively follow through on assigned projects.Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, Microsoft Word and Excel, intranet and computer navigation. Ability to use other software as required while performing the essential functions of the job.Excellent communication skills in both written and verbal forms, including proper phone etiquette. Ability to speak before groups of people, either in-person or virtually, for training purposes.Ability to work collaboratively in a team-oriented environment; displays courteous, professional and friendly demeanor.Ability to work effectively with various levels of organizational members and external contacts.Good organizational and time management skills to effectively juggle multiple priorities and time constraints in a fast-paced environment.Ability to exercise sound judgment and problem-solving skills.Ability to maintain any organizational information in a confidential manner.Successful completion of IHA competency-based program within introductory and training period. MINIMUM PHYSICAL EXPECTATIONS:
Physical activity that often requires keyboarding, filing and phone work.Physical activity that often requires extensive time working on a computer and sitting.Physical activity that sometimes requires walking, bending, stooping, reaching, and/or twisting. Physical activity that sometimes requires lifting, pushing and/or pulling under 30 lbs.Specific vision abilities required include close vision, depth perception, peripheral vision and the ability to adjust and focus.Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.MINIMUM ENVIRONMENTAL EXPECTATIONS:
This job operates between working in a typical office environment which involves frequent interruptions and significant interaction with people which can be stressful at times.
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