Facility Project Manager- Hansen - Prevea Health

Manager of Facilities Projects

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Job Summary
The Facilities Project Manager oversees the planning, implementation, and tracking of specific short-term projects, which have a beginning, an end and specified deliverables. The Facilities Project Manager is responsible for overall project planning and scheduling, resource allocation, project accounting, and control, while providing technical direction and ensuring compliance with quality standards. The Facility Project Manager responsibilities span a broad spectrum, covering all the areas of project management like -- Project Planning, Cost Management, Time Management, Quality Management, Contract Administration, and Safety Management.

What you will do

• Managerial Responsibilities:
  • Collaborates with the ED on process improvement involving providers.
  • Implements solutions to improve department functions.
  • Assists the ED in strategic planning for the department.
  • Develop new processes and services for the department.
  • Analyzes and recommends changes in department processes, systems, and procedures to increase efficiencies.
  • Solicits suggestions for problem solving and process improvement from the staff.
  • Serves as a resource for the Executive Director.
  • Communicates with the ED on a regular basis and submits appropriate minutes and reports as requested.
  • Recommends and oversees capital purchases.
  • Collaborates with the ED and dept leadership team to develop an annual department budget.
  • Works with Manager, Dept Coordinators, Site Leads, and staff to develop action plan for variances.
  • Analyzes and interprets financial data, and initiates suggestions to improve productivity.
  • Monitors staffing schedules to minimize variances to the budget.
  • Plans and coordinates all necessary services with staff and other departments to meet patient needs.
  • Assures the department has the appropriate resources and staffing to ensure quality patient care.
  • Manages patient complaints.
  • Works with the Dept Supervisors to review patient satisfaction data and assist in identifying opportunities for change and improvement.
  • Reviews patient satisfaction data with APPs and/or staff, and assists in identifying opportunities for change and improvement
  • Oversees the individual department in conjunction with the Dept Supervisor/PSR Sup.
  • Supervises the staff of the department and managing supervisors.
  • Manages, directs, and evaluates staff performance with department supervisors.
  • Completes performance evaluations in a thorough and timely manner.
  • Responds to performance issues in a timely manner.
  • Communicates new information to staff in a timely manner.
  • Recruits staff in a timely manner to fill open positions and consults with HR to determine the appropriate wage.
  • Identifies educational needs of staff and coordinates the process for staff to attend educational opportunities.
  • Implements individual and group training programs to develop staff competencies.
  • Approves and edits assigned staff time cards.
  • Responsible for evaluating and approving vacation requests made by assigned staff.
  


• Plan the project
  • Define the scope of the project in collaboration with Director of Facilities & Support Services.
  • Create a detailed work plan which identifies and sequences the activities needed to successfully complete the project.
  • Determine the resources required to bring about optimum utilization of resources -- labor, materials and equipment, and ensuring their procurement at the most cost-effective terms.
  • Build construction project budgets.
  • Develop a schedule for project completion that effectively allocates the resources to the activities.
  • Review the project schedule with Director of Facilities & Support Services and all other staff that will be affected by the project activities; revise the schedule as required.
  • Determine the objectives and measures upon which the project will be evaluated at its completion.
  


• Staff the project
  • In consultation with the appropriate manager, recruit, interview and select staff with appropriate skills for the project activities.
  • Manage project staff according to the established policies and practices of the organization.
  • Ensure that all project personnel receive an appropriate orientation to the organization and the project.
  • Contract qualified contractors/consultants to work on the project as appropriate.
  • Work side by side with general contractors, architects and engineers
  


• Implement the project
  • Execute the project according to the project plan.
  • Develop forms and records to document project activities.
  • Set up files to ensure that all project information is appropriately documented and secured.
  • Monitor the progress of the project and make adjustments as necessary to ensure the successful completion of the project.
  • Establish a communication schedule to update stakeholders including appropriate staff in the organization on the progress of the project.
  • Review the quality of the work completed with the project team on a regular basis to ensure that it meets the project standards.
  


• Control the project
  • Write reports on the project for Director of Facilities & Support Services.
  • Monitor and approve all budgeted project expenditures.
  • Monitor cash flow projections and report actual cash flow and variance to Director of Facilities & Support Services on a regular basis.
  • Manage all project funds according to established accounting policies and procedures.
  • Ensure that all financial records for the project are up to date.
  • Responsible to deliver projects on time and on budget.
  


• Evaluate the project
  • Ensure that the project deliverables are on time, within budget and at the required level of quality.
  • Evaluate the outcomes of the project as established during the planning phase.
  


• Additional
  • Work with the Director of Facilities & Support Services and Administrative Assistant to keep all space utilization records up to date and accurate.
  • Work with the Director of Facilities & Support Services and Administrative Assistant to keep all square footage documents up to date.
  • Work with department leaders to put together construction capital requests.
  • Build furniture and artwork budgets.
  


• Assists the Director in the development, organization, and implementation of the departments’ operations.


• Responsibilities for fiscal management, staffing and personnel development, quality improvement, customer service, and department planning.


• The Manager is responsible for assuring the provision of optimal patient care on an ongoing basis.


• Promotes teamwork and provides a supportive environment for staff in the assigned department and other departments that interact with the assigned departments.


• Solicits suggestions for problem solving and process improvement from the staff and providers in the departments.


• Implements solutions to improve department function with consideration of and sensitivity to the impact of other departments and the overall clinic functioning.


• Supervises the day to day operations of the department staff to assure a high level of productivity and customer service. Oversees in conjunction with the Supervisors or PSR Supervisors.


• Analyzes and recommends changes in department processes, systems, and procedures to increase efficiencies in the department.


• Demonstrates strong organizational skills, effective priority setting, and follow through in supervising the staff of the departments.


• Acts as a role model for staff through professional conduct, adhering to the dress code, appropriate. communication, excellent customer service skills, and supports management decisions.


• Creates a climate where the staff is empowered and strives to do their best.


• Serves as a resource for the Director.


• Leads with an understanding of the philosophy of a physician owned clinic.


• Oversees the purchasing of supplies.


• Reviews budget and monitors variances on a monthly basis.


• Works with the Director and department to develop an appropriate action plan for variances.


• Collaborates with the Director to develop an annual department budget.


• Monitors staffing schedules.


• Analyzes and interprets financial data and initiates suggestions to improve department productivity.


• Participates in the clinic’s continuous quality improvement programs.


• Plans and coordinates all necessary services with staff and other departments to meet patient needs.


• Assists the Director in strategic planning for the departments.

Education Qualifications

• Bachelor's Degree in a related subject Required

Experience Qualifications

• 5-7 years five years of planning and construction experience which includes one year of construction supervisory experience Required


• 10 years Ten years of progressively responsible construction experience which include one year of construction supervisory experience Required


• Any equivalent combination of experience, training and/or education approved by Human Resources

Skills and Abilities

• Skills are required to perform multiple highly complex, technical tasks with a need to periodically upgrade skills in order to meet changing job conditions.


• Specific skill-based competencies required to satisfactorily perform the functions of the job include:


• operational standard office equipment including utilizing pertinent software applications;


• planning and managing multiple projects; budgeting and financial management;


• developing effective working relationships;


• skill in reading and interpreting plans and specifications and to compare them with construction progress.


• Knowledge is required to perform advanced math;


• review and interpret highly technical information, write technical materials, and/or speak persuasively to implement desired actions;


• and analyze situations to define issues and draw conclusions.


• Specific knowledge-based competencies required to satisfactorily perform the functions of the job include;


• building codes, electrical codes, fire codes, personnel processes;


• pertinent policies, regulations and/or laws;


• healthcare codes;


• and budget management and accounting.


• Ability is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and consider a number of factors when using equipment.


• Flexibility is required to independently work with others in a wide variety of circumstance;


• analyze data utilizing a variety of complex processes; and operate equipment using standardized methods.


• Ability is also required to work with a significant diversity of individuals and/or groups;


• work with data of widely varied types and/or purposes; and utilize job-related equipment.


• Independent problem solving is required to analyze issues and create action plans.


• Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is significant.


• Specific ability-based competencies required to satisfactory perform the functions of the job including: communicating with diverse groups, meeting deadlines and schedules; setting priorities; working as part of a team and fostering a positive teamwork attitude; making quick and accurate decisions; working with multiple project; dealing with frequent interruptions and changing priorities; maintaining confidentiality; facilitating communication between persons with frequently divergent positions, and ability to read, write and communicate clearly in English.


• Responsibilities include working independently under broad organizational guidelines to achieve unit objective; directing other persons within a small work unit; and directing the use of budgeted funds within a work unit.


• Behave Ethically: Understand ethical behavior and business practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization.


• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.


• Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.


• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness.


• Lead: Positively influence others to achieve results that are in the best interest of the organization.


• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions, which are timely and in the best interests of the organization.


• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.


• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.


• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Licenses and Certifications

• Valid Wisconsin Driver’s License required. Upon Hire Required

Physical Demands

• Sit - Occasionally


• Stand - Frequently


• Walk - Frequently


• Drive - Frequently


• Climb (Stairs/Ladders) - Frequently


• Bend (Neck) - Constantly


• Bend (Waist) - Constantly


• Squat - Occasionally


• Kneel/Crawl - Frequently


• Twist/Turn (Neck) - Frequently


• Twist/Turn(Waist) - Frequently


• Lift/Carry 0-10 lbs. - Occasionally


• Lift/Carry 11-25 lbs. - Occasionally


• Lift/Carry 26-35 lbs. - Occasionally


• Lift/Carry 36-50 lbs. - Rarely


• Lift/Carry 51-75 lbs. - Rarely


• Push/Pull up to 10 lbs. - Occasionally


• Push/Pull 11-25 lbs. - Occasionally


• Push/Pull 26-35 lbs. - Occasionally


• Push/Pull 36-50 lbs. - Occasionally


• Push/Pull 51-75 lbs. - Occasionally


• Push/Pull 76-100 lbs. - Rarely


• Push/Pull > 100 lbs. - Rarely


• Reach (Above shoulder level) - Frequently


• Reach (Below shoulder level) - Constantly


• Simple Grasping (Hands/Arms) - Constantly


• Fine Manipulation (Hands/Arms) - Constantly


• Gross Manipulation (Hands/Arms) - Constantly

Working Conditions

• Extreme cold - Occasionally


• Extreme heat - Occasionally


• Humidity - Occasionally


• Wet - Occasionally


• Noise - Occasionally


• Hazards - Occasionally

Hearing Requirements

• Hears Whispers < 3 feet - Constantly


• Hears Whispers 3-8 feet - Constantly

Vision Requirements

• Color Discrimination - Constantly


• Near Vision (Correctable to Jaeger 2 or 20/30 binocular) - Constantly


• Distance Vision (Correctable to Snellen chart 20/30 binocular) - Constantly

Prevea is an Equal Employment Opportunity/Affirmative Action employer. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United State and to complete the required employment eligibility document form upon hire. Prevea participates in E-verify. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify


Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled