Senior Facilities Manager

Primary Purpose and Function

Ensure THIRA Health facility operations run smoothly and efficiently at all applicable THIRA sites.

Responsible for overseeing the total maintenance of the facilities as it relates to general maintenance, physical design, inventory, organization, vendor management, IT support and facilitation, space planning, on-and-off-boarding of employees, reinforcement of safety and compliance standards and other facility-related areas. Oversee and manage Facilities staff.

Required Qualifications

• Bachelor’s degree in Facility Management, Business, Healthcare Administration, Information Management, or related field, orequivalenteducation andexperience
• Minimumthree(3)experience in facilities/operations management
• Minimum two (2) years supervisory or management experience 
• Experiencefacilitating basic maintenance or repair work using standard equipment 

Preferred Qualifications

• Experience performing administrative/facilities management duties in healthcare field, (particularly mental/behavioral healthcare) organizations 
• Construction or project management experience 
• Experience troubleshooting basic IT issues or experience overseeing IT personnel 
• Demonstrated proficiency in the use of Microsoft Office and theability to use various software programsExperience with medical practice software (EMR), and related applications
• Successfully pass a comprehensive criminal background check (Federal and state)
• Valid WA state driver’s license;satisfactory Motor Vehicle Report (MVR)
• Ability to work evenings, nights, weekends & holidays as needed
• Perform other duties as assigned

Addendum A: Essential Job Functions and Responsibilities 

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions

VENDOR MANAGEMENT

• Establish and maintain relationships for coordination of services with vendors required for all facility operations including but not limited to cleaners, IT, copier, phone, water supply, food/snack vendor, building management, building maintenance, landscaping, engineers, and signage
• Liaise between vendor and staff to ensure all facilities related operational duties are fulfilled; address performance gaps with vendors/staff as needed
• Establish and maintain productive systems/trackers/reports for ordering, asset management, replenishment,inventory, approvals, etc. in coordination with manager

INFORMATION TECHNOLOGY (IT)

• Manage resolution of individual staff and facilities issues including but not limited to telephone system, internet connections, all printer issues, minor technical issues prior to escalation; defer to responsible IT consultant for more complex technical issues as needed and ensure employees take initiative to open tickets as needed
• Facilitate and manageFacilitieshelp ticketportals, ensure all open tickets are addressed and scheduled in a timelymanner; analyze resolution time and general feedback, improve processes

PROGRAM SUPPORT

• Serve as primary liaison between organization leadership team and building management regarding facilitiesmaintenance and repair
• Serve as primary liaison between organization leadership and general contractors and architects as plans toimprove the facilities are developed and implemented
• Ensure new and existing staff and all program/patient/staff common spaces have the furniture, décor, hardware, software, and all necessary physical tools neededtofulfill their duties and operate efficiently within budget guidelines,i.e.,computers, phone, logins, etc. Set up all new employee workstations as needed
• Manage intra-office and external moves for staff and facility operations
• Manage patient and staff transportation – including parking, vehicles owned or rented by THIRA, and patientaccess 
• Ensure facilities are frequently (at least daily) reviewed for adherence to key infection control initiatives andcleanliness;consultwith cleaning vendor as needed; educate staff as needed to ensure facility and THIRA propertyare protected from damage
• Oversee facilities & equipmentrelated tonew hire onboarding including but not limitedtoorientation to facilities, addressing all required topics per Facilities Tour Standard Operating Procedure, phones training, access card and keys, ID badge, business card acquisition,updatemainline voicemail and directory, etc.
• Oversee facilities related offboarding of all terminated employees as it pertains to THIRA property andtechnology/systems
• Manage evolving space plans for contemplated changes to programming and growth in staff census

• Manage all event and program preparation, planning and execution as it pertains to facilities and operations incoordination in relation with Marketing; including day-of-event setup and takedown of furniture and equipmentas needed
• Oversee the preparation, execution, and assessment of quarterly emergency drills

OPERATIONAL COORDINATION

• Oversee physical maintenance and asset inventory spreadsheet of all office equipment including computers,printers, shredders, and other office machines and equipment in cooperation with IT consultant
• Manage all safety and compliance initiatives as they relate to the facilities including but not limited to: OSHA, Joint Commission, Incident Reports, and all city/county/state regulations and requirements; Serve as the Safety Officer
• Serve as general support for the effectiveness, functionality, safety and organization of programing as it relates to facilities operations
• Maintain Facilities and Operations budget; provide cost-effective strategies for budget adjustments as needed

MANAGEMENT/SUPERVISION

• Establish clear, achievable goals for assigned team members, and how individual roles and responsibilities contribute to the organization's overall success 
• Hire, coach, mentor, discipline and terminate employees, resolve conflicts 
• Evaluate performance and provide constructive feedback on an ongoing basis, complete formal competency assessments and performance evaluations according to established THIRA timelines 
• Demonstrate active listening skills, clearly communicate expectations, and facilitate open dialogue among team members 
• Create and maintain a positive work environment that fosters employee motivation and engagement, and contributes to achievement of department and company goals 

Addendum B: General Responsibilities & Expectations 

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential function

• Support and maintain policies regarding professional ethics, including appropriate boundaries and client confidentiality; monitor documents according to company and HIPAA policies. 
• Report any immediate safety hazards to appropriate supervisory personnel or maintenance personnel.
• Adhere toWA StateRequirements for Mandated Reporting 
• Demonstrate awareness and respect for diverseclients and staff
• Adheres to THIRA Health’s compliance standards, Ethics and Code of Conduct Policy and Conflict of Interest Policy 

• Attend and actively participate in all required THIRA meetings,training, and all other coverage, duties, and special projects as assigned 
• Demonstrated abilityto exercise discretion and judgement with sensitive and confidential matters, including PII, PHI, and HIPAA requirements   
• Demonstrated ability tomulti-task 
• Demonstrated ability to workin a fast-paced environment with limited supervision
• Maintain focus on THIRA’s core principles, priorities, and patient-centered culture  
• Effectivelycommunicate with alllevels of staff, visitors, healthcare professionals, marketers, and the public in a professional, sensitive, and interpersonal manner 

Working Environment

Work is performed primarily indoors, with both artificial and natural lighting.  Equipment includes standard office equipment, i.e., computer, telephone, fax machine, copier, printer, and scanner.  Physical demands include sitting, walking, standing, bending over, repetitive use of hands, and heavy lifting above 25 lbs.  Position requires close contact with all THIRA Health staff and patients.  Hours and days can vary within a Saturday through Friday workweek.