POSITION: Senior Facility Operations Manager
DEPARTMENT: Administration
LOCATION: Native American Health Center, Inc. (NAHC)
East Bay Sites: 2920, 2950, 3001, 3124 International Blvd.,
Oakland, CA
REPORTS TO: Chief Administrative Officer
HOURS: Full Time, 40 hours per week, 100% FTE, Evenings and Weekends as needed
STATUS: Non-Union, Exempt
POSITION SUMMARY
The Senior Facility Operations Manager (SFOM) manages the maintenance, safety, and operational efficiency of NAHC Oaklands health clinic facilities. This role ensures compliance with healthcare regulations, manages building systems (HVAC, plumbing, electrical), oversees janitorial and security services, and implements preventative maintenance programs. The SFOM collaborates with clinical and administrative leadership to support patient care through effective space planning, renovation projects, and emergency preparedness. The SFOM will directly supervise the Oakland Site Operations Managers, Facilities Manager and Maintenance worker.
The Native American Health Center is an accredited institution and adheres to the standards of excellence set forth by the Accreditation Association of Ambulatory Health Care (AAAHC) and the Commission of Dental Accreditation (CODA).
DUTIES AND RESPONSIBILITIES
Facility, Maintenance and Security:
Oversee facilities and maintenance staff, ensuring that a clean and safe environment is maintained in accordance with clinic standards. Directs training of managers and employees in best practices for maintenance work, service and safety standards, and local laws and regulations.
Monitor daily building operations of all systems, including mechanical, electrical, plumbing, HVAC, safety, and waste management to ensure reliability. Regularly visits all NAHC East Bay sites to monitor compliance and facilitate efficient operation standards.
Provide oversight of building security, including direct supervision of the security personnel. Serve as the primary point of contact for the security company and ensure that service delivery aligns with NAHC standards.
Track and manage work orders by leading regular meetings with the Facilities Manager and Maintenance Worker to delegate tasks appropriately, scheduling work orders and monitoring through completion.
Schedule and oversee external contractors and vendor projects through completion (electricians, plumbers, roofers, painters, landscapers, etc.). Maintain vendor relations to facilitate quick resolution of facilities issues.
Manage facility and maintenance projects in coordination and communication with appropriate staff.
Oversee efforts to proactively forecast and plan routine building maintenance (painting, parking lot, roof, HVAC, carpet cleaning, floor care etc.). Make recommendations to streamline and improve the facilities infrastructure and systems.
Oversee and monitor facilities operations budget; procure and analyze inventories, supplies, equipment, project estimates, maintenance work and make requests for expenditures as needed.
Must be available to respond to facilities-related emergencies outside of regular business hours, including evenings and weekends, as needed.
Property and tenants:
Serve as a high-level liaison between residential Property Managers and NAHC for property related issues. Establish consistent, proactive, and efficient methods of communication regarding ongoing maintenance, significant construction/facilities issues as well as a system for reporting and responding to facilities issues.
Compliance and risk management:
Serve as administrator responsible for East Bay site safety and compliance standards, work closely with NAHCs Compliance staff to meet NAHCs and regulatory agency requirements.
Oversee safe and cost-effectivehazardous waste management procedures in coordination with site administrative staff.
Responsible for ensuring East Bay Site Emergency Disaster Response and Safety Programs are implemented and sustained with guidance from NAHCs administrative compliance staff.
Collaborate with the Compliance Associate and Site Operations Managers to ensure annual safety trainings, drills and walkthroughs at East Bay sites are scheduled and completed for the promoting of a culture of safety and preparedness.
Ensure East Bay sites maintain compliance with regulatory requirements and are prepared for audits and inspections.
Ensure annual East Bay site building inspections are completed, lists of corrections are noted, oversee quarterly walk-throughs and ensure corrective action plan is completed with guidance from NAHCs administrative compliance staff.
Work with Directors and Safety Committee in the follow up, tracking and close-out of facility related Unusual Occurrences.
Participate in other Quality Control related assignments and opportunities when needed.
Quality Improvement: Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.
HUMAN RESOURCES
Resolve staffing issues and facilitate conflict resolution for staff under direct supervision. Hire, discipline, evaluate and terminate staff in coordination with the Human Resources department.
Effectively lead and retain staff under direct supervision by fostering a team environment and providing opportunities for staff to develop new skills.
Act as the site HR liaison between supervisors, new employees, and HR.
Support supervisors onsite with new hire onboarding activities as needed and requested.
At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.
Member Care: Demonstrate understanding and apply working knowledge of safety policies and ensuring safe member practices.
Employee Safety: Safely performs all duties; follows required protective protocols to ensure personal safety as well the safety of others.
Must maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
Quality Improvement: Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.
HIPAA: Keep all protected health information (PHI) confidential and abide by HIPAA policies for the release and disclosure of any PHI. Will report unauthorized use of disclosure of PHI immediately, to supervisor or HIPAA security officer.
Work well under pressure, meet multiple and often competing deadlines.
At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.
Other duties as assigned by Supervisor.
