Sr. Space Planning Specialist

University of Rochester•Town of Henrietta, NY

22h•$77,600 - $116,400•Onsite

About The Position

Manages the use of on and off campus physical facilities, the effective utilization of space and the projection of future space needs. Defines scope, preliminary budget estimates and program descriptions for further evaluation and implementation. Acts as owners representative on major capital projects; acts as a liaison between senior leadership, departmental representatives and project team to ensure adherence to agreed upon project terms. Identifies, tracks, justifies and communicates any variance to original agreed upon terms. Serves as a staff assistant to the Director regarding policy issues on the administration of space and master planning, space standards, and scenario development. This role is also the Patient Service Center (PSC) property management and maintenance coordinator. Coordinates with Cabot for property needs and manages work orders to ensure timely resolution to issues identified. Attends regular meetings with real estate for lease management and future planning. Serves as point of contact for emergency response for infrastructure failures. Assures compliance with regulatory and/or external agency processes and requests for information. Manages the creation, maintenance and communication of a facilities master plan in support of the strategic and programmatic plans of the organization. Serves as manager for operational readiness in planning and execution of expansion of PSCs across the region. Assures regional sites are cost effective, compliant with regulatory requirements, and are meeting strategic goals of the system. Provides oversight for multiple, simultaneous projects to achieve business goals. Interfaces between team and governance groups to communicate executive-level program and project information for planning, budgeting, metrics, and process improvement. Evaluates requests from departments, administrative units and service units for renovation, relocation, expansion or improved use of existing space. Completes on-site investigations as required to acquire necessary information of existing conditions. Prepares program documentation. Prepares reports, recommendations, planning programs, layout schematics or interior design for approval by client/user requesting service. Assists in leading operational logistics and the launch of new PSCs. Optimizes locations, patient care capacity, patient access, staffing, and use of electronic medical record. Collaboration across the necessary continuum, to provide nimble solutions while meeting the required mission. Consults with architects, contractors, design/construction project managers and the like regarding such things as building codes, building graphics, OSHA and OHSM regulations and accessibility to the handicapped. Acts as liaison between client/user and the architects, contractors and design/construction representatives. Participates in relevant design or construction meetings and on-site coordination activities. Manages and oversees implementation of applicable university design standards including selection of furnishings, artwork, finishes, and other aesthetic requirements for all spaces and facilities. Phlebotomy emergency response develops and implements approach to assure timely response to disruption in service across PSCs, on and off campus. Assists EHS staff to assure completion of Ambulatory fire and disaster drills annually. Continues efforts to improve emergency preparedness for short and long-term events. Responds immediately to healthcare crisis/emergency events, collaborates with all stakeholders, implements solutions to improve emergency response effectiveness and leads after-action efforts. Asset management and procurement — working to secure, maintain and track location of all equipment, including centrifuges, IT equipment, Cell Phones, vehicles, PSC furniture, and the like. Obtains and manages quotes, requests for funding and budget forecasting to meet PSC needs. Provides support of the capital budget process for construction and renovation projects. Assists departments in developing and preparing facilities capital budget requests, and ensuring guidelines are followed. Works as supply chain liaison working closely with Laboratory Supply Chain Manager (LSCM) to ensure PSC supplies are managed appropriately. Works with LSCM and Phlebotomy management to identify process improvement and management of off formulary items. Acts as SME for products and collaborates with LSCM and value analysis to identify cost savings and sub items. Coordinates bi-annual inventory compliance; manages NYS, CAP and self-inspections and permit processes. Ensures PSCs are inspection ready. Represents Phlebotomy on safety committees and ambulatory councils. Performs annual fire and disaster drills, ensuring compliance in reporting and tracking activity. Works to align PSCs with UR and Ambulatory safety initiatives. Coordinates with Chief Supervisor and Assistant Director to develop goals and objectives in alignment with departmental goals. Leads special projects as directed by leadership. Proactively seeks information and makes recommendations to improve patient experience, daily processes and work environment. Implements new technology, functionality and smart devices for compliance in PSCs that will improve the environment of care, patient experience, and compliance to regulatory agencies. Assists teams and facility and workplace improvement initiatives creating a culture of continuous improvement.

Requirements

Bachelor's Degree with major course work in Architecture, Facilities Planning, Interior Design or Strategic Planning Required
4-5 years relevant experience Required
Ability to travel to multiple sites and must have reliable/efficient transportation for off-site visits and meetings. Required
Expertise in PSC locations across the institution and regional coverage area. Required
Skill in exercising a high degree of initiative, judgement, discretion, decision making, negotiation and collaboration. Required
Ability to manage multiple tasks simultaneously and effectively change priorities as needed. Required
Ability to develop business proposals/reports, analyze data and improve efficiency Required
Strong oral and written communication skills. Required

Nice To Haves

Health care/higher education experience or equivalent Preferred
Or combination of education and experience. Required
Proven ability to lead change, organize and engage teams, and delegate responsibility Required
Experience knowledge and training; demonstrated ability to work effectively in a highly matrixed environment Required
Ability to use data to drive performance improvement Required
Experience using Lean for performance improvement Required

Responsibilities

Manages the use of on and off campus physical facilities, the effective utilization of space and the projection of future space needs.
Defines scope, preliminary budget estimates and program descriptions for further evaluation and implementation.
Acts as owners representative on major capital projects; acts as a liaison between senior leadership, departmental representatives and project team to ensure adherence to agreed upon project terms.
Identifies, tracks, justifies and communicates any variance to original agreed upon terms.
Serves as a staff assistant to the Director regarding policy issues on the administration of space and master planning, space standards, and scenario development.
Patient Service Center (PSC) property management and maintenance coordinator.
Coordinates with Cabot for property needs and manages work orders to ensure timely resolution to issues identified.
Attends regular meetings with real estate for lease management and future planning.
Point of contact for emergency response for infrastructure failures.
Assures compliance with regulatory and/or external agency processes and requests for information.
Manages the creation, maintenance and communication of a facilities master plan in support of the strategic and programmatic plans of the organization.
Serves as manager for operational readiness in planning and execution of expansion of PSCs across the region.
Assures regional sites are cost effective, compliant with regulatory requirements, and are meeting strategic goals of the system.
Provides oversight for multiple, simultaneous projects to achieve business goals.
Interfaces between team and governance groups to communicate executive-level program and project information for planning, budgeting, metrics, and process improvement.
Evaluates requests from departments, administrative units and service units for renovation, relocation, expansion or improved use of existing space.
Completes on-site investigations as required to acquire necessary information of existing conditions.
Prepares program documentation.
Prepares reports, recommendations, planning programs, layout schematics or interior design for approval by client/user requesting service.
Assist in leading operational logistics and the launch of new PSCs.
Optimize locations, patient care capacity, patient access, staffing, and use of electronic medical record.
Collaboration across the necessary continuum, to provide nimble solutions while meeting the required mission.
Consults with architects, contractors, design/construction project managers and the like regarding such things as building codes, building graphics, OSHA and OHSM regulations and accessibility to the handicapped.
Acts as liaison between client/user and the architects, contractors and design/construction representatives.
Participates in relevant design or construction meetings and on-site coordination activities.
Manages and oversees implementation of applicable university design standards including selection of furnishings, artwork, finishes, and other aesthetic requirements for all spaces and facilities.
Phlebotomy emergency response develops and implements approach to assure timely response to disruption in service across PSCs, on and off campus.
Assists EHS staff to assure completion of Ambulatory fire and disaster drills annually.
Continues efforts to improve emergency preparedness for short and long-term events.
Respond immediately to healthcare crisis/emergency events, collaborate with all stakeholders, implement solutions to improve emergency response effectiveness and lead after-action efforts.
Asset management and procurement — working to secure, maintain and track location of all equipment, including centrifuges, IT equipment, Cell Phones, vehicles, PSC furniture, and the like.
Obtains and manages quotes, requests for funding and budget forecasting to meet PSC needs.
Provides support of the capital budget process for construction and renovation projects.
Assists departments in developing and preparing facilities capital budget requests, and ensuring guidelines are followed.
Works as supply chain liaison working closely with Laboratory Supply Chain Manager (LSCM) to ensure PSC supplies are managed appropriately.
Works with LSCM and Phlebotomy management to identify process improvement and management of off formulary items.
Acts as SME for products and collaborates with LSCM and value analysis to identify cost savings and sub items.
Coordinates bi-annual inventory compliance; manages NYS, CAP and self-inspections and permit processes.
Ensures PSCs are inspection ready.
Represent Phlebotomy on safety committees and ambulatory councils.
Performs annual fire and disaster drills, ensuring compliance in reporting and tracking activity.
Works to align PSCs with UR and Ambulatory safety initiatives.
Coordinates with Chief Supervisor and Assistant Director to develop goals and objectives in alignment with departmental goals.
Lead special projects as directed by leadership.
Proactively seeks information and makes recommendations to improve patient experience, daily processes and work environment.
Implement new technology, functionality and smart devices for compliance in PSCs that will improve the environment of care, patient experience, and compliance to regulatory agencies.
Assists teams and facility and workplace improvement initiatives creating a culture of continuous improvement.