If you receive an offer of employment for this position, it is contingent on the satisfactory completion of a pre-employment background check, immunization review, and drug screen (including THC/Marijuana). CareOregon is a federal contractor and must comply with all federal laws.
Job Title
Director, Administrative Services
Exemption Status
Exempt
Department
Administrative Services
Manager Title
VP, Administrative Services
Direct Reports
Enterprise Resilience, Facilities Leadership, Mailroom, Security and Front Desk Customer Services
• Administrative Services
Requisition
24926
Pay & Benefits
Estimated hiring range $149,400 - $182,600 / year, 10% bonus target, full benefits.
Posting Notes
This is a Hybrid role, that will require 4 days (Tuesday-Friday) working from our Downtown Portland office and Monday will be WFH (Remote)
Job Summary
This position is responsible for the execution of enterprise resilience, emergency preparedness, security, mailroom, and facilities operations and strategies for the organization. Primary duties include operational planning and oversight, as well as resource, relationship, and people management. This position provides input into strategic plans for the broader organization.
Essential Responsibilities
Technical/Operational Leadership
- Directs facility management, business continuity, security and mail room services across the organization.
- Leads the execution, management, and oversight of strategic initiatives, plans, and goals in alignment with organizational vision and goals.
- Ensures that the physical operation of the organization's facilities meets budgetary and strategic objectives outlined in the department's road map.
- Oversees building and facilities budgets and operations including the scheduling and supervision of maintenance and repair activities, contracted services, and custodial services to provide a safe, healthy, and comfortable environment for building users.
- Oversees the organization's fleet vehicle and maintenance program.
- Leads and ensures compliance with CMS, FEMA, OSHA, CDC, and other regulating bodies as it pertains to preparedness and response; liaisons with Human Resources related to employee health and safety.
- Develops and oversees an NFPA 1600-compliant disaster preparedness program; develops internal systems and measures to ensure effective, efficient, and compliant operations.
- Develops and regularly monitors and reports on performance against metrics.
- Leads innovation, process review, and improvement efforts for all areas of responsibility.
- Leads response to disaster and facility safety events; effectively communicates with executive leadership, stakeholders and staff during emergency events and responses.
- Ensures security staff receive appropriate training and maintain relevant certifications.
- Ensures current business continuity plans exist for the organization; in partnership with stakeholders, provides advisement, coordination, and leadership for business continuity exercises for the organization.
- Ensures emergency plans of key vendors to ensure continuity of support in the event of a disaster.
- May serve as a sponsor or chair for key projects and initiatives.
Strategic/Operational Planning
- Participates in the development of vision, goals, and strategic plans for the business unit.
- Provides input into the strategic plans of the organization.
- Develops annual team goals that align with organizational strategic goals.
- Develops short and long-term plans and policies; oversees the development and execution of standard operating procedures.
Financial/Resource Management
- Develops and manages budgets in alignment with short and long term plans.
- Manages resources to ensure priorities are accomplished.
- Approves resource allocations within budget, including people, finances, and timelines; make decisions on exceptions.
Relationship Management
- Leads effective communication system for work groups, ensuring a collaborative culture.
- Builds and ensures effective relationships across internal teams and external organizations for current or future integration.
- Partners with internal leaders and managers in identifying improvement plans and processes.
- Represents CareOregon in external meetings and functions, providing productive leadership presence and effectiveness.
Employee Supervision
- Directs team(s) and establishes team direction and goals in alignment with the organizational mission, vision, and values.
- Identifies work and staffing models; recruits, hires, and oversees a team to meet work needs, using an equity, diversity, and inclusion lens.
- Identifies department priorities; ensures employees have information and resources to meet job expectations.
- Leads the development, communication, and oversight of team and individual goals; ensures goals, expectations, and standards are clearly understood by staff.
- Manages, coaches, motivates, and guides employees; promotes employee development.
- Incorporates guidance from CareOregon equity tools into people leadership, planning, operations, evaluation, budgeting, resource allocation, and decision making.
- Ensures team adheres to department and organizational standards, policies, and procedures.
- Evaluates employee performance and provides regular feedback to support success; recognizes strong performance and addresses performance gaps and accountability (corrective action).
- Performs supervisory tasks in collaboration with Human Resources as needed.
Organizational Responsibilities - Perform work in alignment with the organization's mission, vision and values.
- Support the organization's commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.
- Strive to meet annual business goals in support of the organization's strategic goals.
- Adhere to the organization's policies, procedures and other relevant compliance needs.
- Perform other duties as needed.
Experience and/or Education
Required
- Minimum 10 years' collective experience in at least two of the following areas: Facilities management, business continuity and/or emergency management/security administration
Preferred
- Minimum 4 years' experience in a supervisory position
- College degree or coursework in a relevant field helpful
- Certification in business continuity, emergency management, and/or facility management
- Experience working in a managed care organization
- Management experience within Municipal systems
- Experience in project management
- Experience in capital budget planning and management
Knowledge, Skills and Abilities Required
Knowledge
- Strong knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data and property
- Strong knowledge of business continuity and disaster preparedness operations
- Familiar with office space and facility planning, design, and construction
- Knowledgeable in CMS, FEMA, OSHA, CDC, and other regulating bodies and regulation pertaining to preparedness, response, and employee health and safety
- Knowledgeable and experienced in NFPA 1600-compliant disaster preparedness
- Knowledgeable in architecture, construction, and building systems such as HVAC and electrical
- Knowledgeable of commercial real estate and office space leasing practices
- Knowledgeable in emergency management and office security policies and procedures
Skills and Abilities
- Ability to communicate effectively, both verbally and in writing, including strong presentation and change management skills
- Ability to influence and build consensus
- People management skills, including the ability to effective lead and motivate teams
- Skilled in strategic thinking and executing strategy effectively; ability to think at an enterprise level
- Strong analytical, negotiation, critical thinking, and problem-solving skills
- Ability to work effectively with diverse individuals and groups
- Ability to learn, focus, understand, and evaluate information and determine appropriate actions
- Ability to accept direction and feedback, as well as tolerate and manage stress
- Ability to see, read, and perform repetitive finger and wrist movement for at least 6 hours/day
- Ability to hear and speak clearly for at least 3-6 hours/day
Working Conditions
Work Enviornment(s): Indoor/Office Community Facilities/Security Outdoor Exposure
Member/Patient Facing: No Telephonic In Person
Hazards: May include, but not limited to, physical and ergonomic hazards. Equipment: General office equipment
Travel: May include occasional required or optional travel outside of the workplace; the employee's personal vehicle, local transit or other means of transportation may be used.
Candidates of color are strongly encouraged to apply. CareOregon is committed to building a linguistically and culturally diverse and inclusive work environment.
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