Coordinator of Facility Planning Project, Facilities Planning Development, Full-Time, Days

MarinHealth • San Rafael, CA

18h • Onsite

About The Position

This position coordinates activities within the Facilities Planning department by managing projects related to buildings and space, as well as by performing comprehensive duties and significantly complex administrative functions under minimal supervision. This position manages one or more phases of project, space and property utilization, including plans, issues, risks, and budget.

Requirements

• Bachelor’s degree in Health Administration, Finance, Accounting, Business or related field preferred. Any equivalent combination of secondary education and training that would provide the desired knowledge, skills and abilities required for the position.
• Two (2) or more years in an acute-care setting managing small to mid size projects, space design and utilization and property management desirable.
• Significant experience with computer software, preferably in a windows environment and at an intermediate to advanced skill level, with such applications as word processing, spreadsheets, tables, graphs, and database management.
• A minimum of three years progressively responsible administrative assistant experience considered, preferably in a health-care setting.
• Project management or Evidenced Based Design (EDAC) certification (EDAC) preferred.
• Integrative Agitation Management (IAMTAC) required within 30 days of hire.
• Demonstrates effective communication skills; able to address situations appropriately, to produce required results.
• Able to work collaboratively and diplomatically within all levels of the organization and outside agencies to contribute positively to the overall goals of the hospital
• Must be a self-starter with strong analytical skills to handle non-routine, complex administrative duties, data, and non-routine projects.
• Works with a sense of urgency and motivation to see a job through to completion
• Due to the nature of the work, strong organization and prioritization skills are necessary, as well as the ability to develop and present complex issues in a manner appropriate to the audience and the subject matter
• Ability to work independently, coordinate multiple priorities, problem-solve, and meet deadlines with minimal supervision
• Must possess intermediate to advanced computer skills in Microsoft Word; skill in Excel or other spreadsheet applications; experience with databases that organize, maintain, and report data. Also, familiarity with flowcharting and knowledge of advanced computer equipment, such as modems, scanners, and Internet functions may be required for some projects
• Demonstrates skill in handling confidential, politically sensitive, or community issues in a professional and ethical manner
• Working knowledge of basic construction terminology and familiarity with codes, regulations and standards for hospitals, such as The Joint Commission, OSHPD, CalOSHA, and Life Safety codes

Nice To Haves

• Project management or Evidenced Based Design (EDAC) certification (EDAC) preferred.
• Integrative Agitation Management (IAMTAC) required within 30 days of hire.

Responsibilities

• Provides input and feedback on departmental initiatives, directives and strategies to contribute to the overall economic success of the hospital, to manage necessary operational and space changes, and to communicate those changes effectively to both the executive leadership and to the end users/stakeholders.
• Participates in the development of programs and project scope development, as well as the ongoing management of projects by executing assigned responsibilities within all stages of the Project Delivery System – Qualified Idea, Programming & Pre-Design, Schematic Design & Design Development, Construction Documents, Construction Phase, and Project Close Out.
• Provides administrative and programmatic support to Facility Planning initiatives through documenting findings, solutions and execution of agreed-to changes.
• Conducts meetings, focus groups and other forums to communicate the goals, approach, timeline and progress of Facility Planning-specific projects, as well as to identify issues and collect ideas related to the project.
• Responsible for effective communication regarding assigned projects and tasks to appropriate departments and personnel, developing memos, signage, letters, and/or flyers to communicate the progress of the project.
• Develops and maintains simple but effective strategic workflow processes and delineation/guideline of roles/responsibilities in partnership with other hospital departments to work toward common goals and objectives.
• Builds and maintains collaborative relationships to maintain those roles.
• Provides input into master schedule and makes sure project is done on a timely basis, as often projects are time-sensitive.
• In collaboration with project stakeholders, ensures that all projects are in compliance with regulatory standards, licensing and OSHPD criteria.
• May assist supervisor with establishing and maintaining systems to monitor Environment of Care, budgetary, financial, or statistical information.
• Makes sure standards and budget are followed for projects by tracking project details on an ongoing basis.
• May be responsible for maintenance and tenant improvement needs.
• Plans for major repairs, construction and renovation in collaboration with management.
• Assists in developing floor plans for new or revised hospital areas.
• Conducts facility and project-specific risk assessments, reporting to Environment of Care at required intervals.
• Attends assigned committees or workgroups such as Environment of Care, Finance Reconciliation, Construction in Progress, and Space and Construction Committee Meetings.
• Annually reviews and maintains the organization’s Analysis of Client Accommodations.
• Submits changes to California Public Health Department.
• Ensures proper, thorough and current documentation with respect to codes, standards and regulations, and their application.
• Participates in, organizes, and/or coordinates special projects as directed.
• Develops and uses standards and written criteria for measuring work outcomes.
• Develops and adheres to standards for furniture and finishes.
• Works directly with end users to identify most cost effective design to achieve desired outcomes.
• Coordinates selections with internal and external customers.
• May be responsible for acquisition or disposition of rental properties, rental rate modifications, tenant and prospective tenant occupancy intentions and lease compliance.
• Works directly with individuals on outside rental properties, including scoping and follow-up of maintenance issues.
• Assists with plans for management of leased buildings by taking service calls and interfacing with tenants.
• Solicits bids from contractors, analyzes quotes, makes recommendations for acceptance and acts as liaison between hospital and contractors.
• Plans for major repairs, construction and renovations in collaboration with management and including coordination with staff, MIS, Telecommunications, Engineering, physicians, interior decorator, contractors, architects and various other vendors to achieve smooth transition and installation.
• Obtains needed items for departments including equipment, furniture, carpeting, paint, flooring and ergonomic equipment through coordination with vendors, Purchasing and Finance.
• Other duties as assigned

Benefits

• Health & Immunizations: To protect employees, patients, and our community, MarinHealth requires measles, mumps, varicella, and annual influenza immunizations as a condition of employment (and annually thereafter). COVID-19 vaccination/booster remains strongly recommended. Medical or religious exemptions will be considered consistent with applicable law.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees