- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Salary Range:
Position Summary Reporting to the Chief of Administration (COA), the Assistant Director will be responsible for providing leadership for the central operations functions of Columbia Health. Oversight of physical facilities and operations, project management, compliance, accreditation, research, and special projects for the department in support of the 170+ FTEs in the organization across six functional areas. Working with University partners, the Assistant Director will ensure compliance with all University requirements related to facilities and operations. The Assistant Director will manage and provide guidance to managers and employees on a wide range of policies and procedures and recommends process improvements and best practice initiatives for core operations. This position will lead proactive efforts to ensure Columbia Health is seen as an employer of choice for those working in health in higher education setting.
Responsibilities Project Management - Serve as the principle project manager for major initiatives in Columbia Health. This includes, but is not limited to, cross-unit efforts
- In Collaboration with the COA, plan and execute building projects including maintenance, renovations, and related initiatives
- Liaise with Facilities, internal and external stakeholders, and vendors to manage the development and implementation of facility projects including scope of work, budget and schedule
- Evaluate costs and space utilization, create and submit requests for proposal for project bids, create and prepare bid packages, assess vendor responses, and make recommendations
- Manage and verify contractual services and projects are completed in accordance with project contract and service level agreements; review billing for accuracy
- Oversee procurement of furniture and non-IT equipment. Ensure proper installations
- Work with the COA to develop and analyze projects and proposals for new or enhanced services
- Collaborate with Columbia Health senior staff to develop respective project scope and analyze existing processes
Facilities & Operations - Convene and assume leadership to the organization-wide Strategic Operations working group
- In partnership with the COA, organize and lead strategic planning efforts, including ongoing strategic assessment, gap analysis, and benchmarking to ensure alignment with Columbia Health overall strategic plan
- Ensure continuous quality management and improvement across Columbia Health programs and services
- Under the guidance of the COA, manage departmental preparedness and response to critical incidents and public health threats on campus
- Manage operational strategy, operational performance indicators and activities for Columbia Health programs and services to foster exceptional delivery of quality care and services
- Identifies and proposes efforts to ensure consistent approaches to business operations across all Columbia Health units
- Oversee work efforts of Manager, Facilities to ensure resolution to all facilities related issues including repairs and improvements to Columbia Health spaces and systems
- Participate in policy review and updates for Columbia Health clinical and non-clinical units
Compliance & Accreditation - Ensure compliance and associated reporting with key health-related efforts including the Edgar Part 86 (Safe & Drug Free Schools Act) and New York State Immunization Compliance for Higher Education
- Responsible for the oversight and maintenance of all Columbia Health clinical locations, offices, and systems necessary to maintain regulatory compliance and accreditation
- Serve as the Columbia Health Safety Officer as required for AAAHC compliance to ensure the safety of patients, staff, and visitors. Ensure maintenance of patient emergency alarms system; clinical provider alert system and fire alarm system
- Participate in the AAAHC accreditation process and on-site visits by AAAHC inspections related to facility and environment standards, including clinical equipment and building systems
- Develop, implement, and monitor Columbia Health's maintenance program including regular inspection of program spaces, equipment, and building systems in accordance with best practices and OSHA, DEP, and NYS DOHMH regulatory requirements
- In conjunction with the Human Resources Manager ensures staff compliance with required trainings
- Interacts with all levels of management and staff regarding a variety of compliance issues by responding to employee inquiries and interpreting policies appropriately. Working with the Columbia Health Senior Staff, communicates relevant policy updates to employees and managers, creating useful tools as needed
- Communicates with and educates managers and employees on changing legislation and University policies
Special Projects - Provide leadership regarding the identification, prioritization, implementation, and evaluation of department-wide ad hoc and special projects
- Identify and recommend needs to support short and long term special projects
- Define, develop and reports on metrics for all operations data to enhance manager's decision-making
Research - Works in conjunction with the Columbia Health Senior Staff to identify and prioritize research and quality assurance projects.
- Oversee the tracking and reporting of organizational metrics and KPIs
- Perform other duties as assigned 5%
Minimum Qualifications - Bachelor's degree required. Advanced degree preferred.
- Minimum 4-6 years of related experience required
- Demonstrated progressively responsible experience managing healthcare facilities and physical plant operations including ability to author, implement, and monitor quality and safety programs
- Previous supervisory experience required
- Outstanding written and oral communications skills
- Exceptional problem solving skills
- Meticulous attention to detail and strong project management and organizational skills
- Superior computer skills including, databases, data analysist software, spreadsheets, and presentation tools
- Ability to exercise a high degree of professionalism, diplomacy, discretion, firmness, and collaboration in dealing with individuals at all levels
- Ability to establish priorities and follow up on multiple issues in a time sensitive manner
- Must have excellent communication, leadership, and management skills
Preferred Qualifications - Knowledge of OSHA, DEP, NYS DOH, and New York City Department of Health and Mental Hygiene (DOHMH) regulations
- Knowledge of AAAHC Accreditation regulations and previous substantive experience with healthcare accreditation process
- Familiarity with Columbia University systems, processes, and procedures
Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents. |
