Facilities Supervisor

Department Overview

This position is under the supervision of the Research and Academic Zone Facilities Manager, and is responsible for management of assigned buildings and an operations team in this zone.

Specific duties include team and budget management for the operations and maintenance team (including internal and external service partners), coordination with other service providers, and communication with research and academic administration and customers. This individual manages approximately eight (8) direct reports, and numerous contractor relationships.

Function/Duties of Position

Supervision and Team Leadership

• Provide leadership to ensure efficient, high-quality, proactive, fiscally responsible services, and act as a role model in supporting and promoting OHSU’s vision, mission and customer service philosophy.
• Provide daily communication and support for team. Conduct weekly team meetings to review individual and team issues and workloads.
• Collaborate and coordinate efforts with other work units within Facilities and other OHSU service providers.
• Maintain communication with other operational areas and customers to make sure their needs are met, resolve any issues, and ensure a partnership in our goal of continuous improvement.
• Facilitate contracted services and monitor performance.
• Conduct continual performance management of all team members, including recruitment, selection, retention, hire, train, write performance appraisals, write position descriptions, approve leave time, assign/approve work, support professional growth, manage team and individual development plans, provide ongoing training, coaching, and perform disciplinary actions for employees when necessary.
• Promote a culture of safety within the teams. Ensure team members remain current with the required training for their respective areas and provide supplemental ongoing training as needed.
• Know and work within the boundaries of the OHSU/AFSCME Labor Agreement, OHSU Code of Conduct, Administrative Policies and Departmental Procedures.

Budgeting and Reporting

• Coordinate team efforts to put together budget requests for capital and operating budgets, including cost/benefit analysis, project justification, and visual presentation materials (ie. Power Point).

Maintenance Management and Reporting

• Develop key building and system performance improvement indicators and Reporting. Including, but not limited to, labor reporting, operating cost per square foot, customer satisfaction, work order information (completion, aging, etc.).
• Continuously monitor and improve service quality and efficiency, including regular building rounds, process auditing, and customer feedback.
• Meet with customers regularly to discuss positive and constructive customer service feedback.
• Manage contracted efforts, including coordination and communication with affected customers, follow-up on contracted work to ensure high quality project completion, and review of invoices to ensure appropriate billing.
• Manage maintenance and operations in compliance with all applicable codes, standards and policies; including, but not limited to NIH, Local Building and Fire Codes, OSHA Standards, Oregon Administrative Rules and Statutes.

Position Administration

• Stay current on codes and standards associated with NIH facility maintenance, including networking with peer facilities.
• Attend departmental meetings and training.
• Work with Research and Academic Zone Facilities Manager to develop and accomplish professional development goals.
• Other duties as assigned.

Required Qualifications

• High school or trade school graduate
• 3 years of experience overseeing/training technicians and/or contractor personnel supporting a research, not-for-profit, educational, or governmental facility.

Skills and Abilities

• Delivery of operations and maintenance services in a unionized team environment.
• Contracting services with trades and other unions.
• Planning and directing a preventive maintenance program, including fire and life safety.
• Life cycle costing analysis of infrastructure systems, including capital planning and deferred maintenance programs.
• Demonstrated ability to make independent decisions, analyze situations, solve complex problems and initiate actions.
• Demonstrated leadership and planning skills.
• Exceptional interpersonal and communication skills.
• Ability to understand technical concepts relating to building systems and infrastructure.
• Ability to negotiate contracts.
• Knowledge of operations and maintenance means, methods, codes and regulations.
• Proficient in software applications, specifically spreadsheet, word processing, presentation and database applications.

Additional Details

Primarily indoor office environment; requires work hours beyond standard office hours as needed.

Benefits 

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Paid time off - 208 hours per year, prorated for part-time.
• Extended illness bank - 64 hours per year, prorated for part-time.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.

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