About HealthQ: Established in 1971, HealthQ has been a trailblazing and trusted non-profit organization providing sexual and reproductive healthcare in Massachusetts' North Shore and Merrimack Valley for over 50 years. At HealthQ we are committed to providing exceptional reproductive and sexual health care to all who need it without judgment and without barriers. We provide birth control, abortion, gender-affirming care, STI testing and treatment, HIV testing and referral, and other preventive health services.
Position Summary
HealthQ is seeking a Facilities Manager to maintain the excellent operating condition of the three health centers and administrative offices of our multi-site sexual and reproductive health organization, assuring a clean, warm and welcoming environment, safety in conformance with all federal, state and local laws and regulations, and equipment and inventory management conducive to the comprehensive and efficient delivery of services.
Travel is a part of this role. HealthQ's 3 health centers are within 10 - 22 miles of each other and routine travel to each health center is required (anticipated at 40% of the time), and includes transporting supplies from site to site. Travel reimbursement at the IRS mileage rate to non-home site is provided.
Essential Duties And Responsibilities
Inventory Management (Approximately 40% of the role)
Develop and maintain inventory management system to ensure consistent stock and tracking of clinical and administrative office supplies at all facilities in the organization.
Negotiate contracts, and serve as point of contact, with vendors.
Maintain database of supplies ordered, with vendors, pricing and alternate vendor options.
Complete inventory orders.
Communicate supply chain issues (shortages, backorders, and recalls) with clinical leadership as soon as possible. Execute alternate plans as developed with clinical leadership.
Coordinate deliveries; receive deliveries as appropriate, including moving and storage.
Document receipt of inventory for invoice approval.
Physical Plant Management (Approximately 30% of the role)
Ensure brand alignment throughout facilities and adherence to the appearance standard aspects of the health centers in collaboration with the Clinical Services Director.
Establish and manage maintenance schedules and safety procedures for the normal continuing care, including preventative maintenance, of all health center and office facilities occupied by the organization, ensuring timely completion, record keeping and adherence to budget.
Solicit quotes and bids as necessary. Ensure proper scope of services documented prior to solicitations.
Maintain accurate records of facility maintenance activities and expenses.
Assist in preparing for and participate in inspections and audits, as assigned by the Clinical Services Director; assist in addressing findings promptly.
Oversee, attend, and maintain records of, facility inspections as required by state and governmental agencies (fire inspections, security, DPH, etc.).
Serve as point of contact with landlords for maintenance communications.
Coordinate and manage external vendors and contractors for specialized repairs, maintenance, and renovations. Assess vendor performance.
Communicate facility need to know information to staff.
Negotiate contracts, and serve as point of contact, with cleaning vendors.
Maintain database of facility maintenance/service vendors.
Meet vendors on site when necessary.
Develop and implement approved plans for capital improvements and repairs.
Assist in planning and executing facility-related projects, including new builds, renovations, and relocations.
Maintain and secure all facility blueprints and important documentation. Assure that all blueprints are digitized and updated as required.
Operations Maintenance Management (Approximately 25% of the role)
Develop and maintain a preventive maintenance schedule for all equipment and systems.
Maintain all instrument and equipment contracts and warranties, ensure information is maintained and up to date, track and renew contracts and extend warranties as required in a timely manner.
Oversee routine maintenance, ensuring timely completion of and record keeping for clinical instrument and office equipment maintenance as well as clinical service systems.
Respond to facility-related emergencies and resolve issues in a timely manner.
Develop system to manage broken and/or misfunctioning equipment/instruments. Receive notices of all equipment issues, triage, manage where appropriate, and ensure resolution for all documented issues.
Meet vendors on site when necessary. Assess vendor performance.
Ensure compliance with the safety and regulatory aspects of the health centers in collaboration with the Clinical Services Director.
Ensure functionality of physical security systems throughout the organization (cameras, emergency response, etc.).
Ensure all facilities comply with local, state, and federal regulations, including health and safety codes.
Conduct regular safety inspections and address any issues promptly.
Collaborate with Clinical Services Director to develop and enforce safety protocols and emergency response plans.
Collaborate with directors, managers and staff to understand and meet their facility/equipment/inventory needs.
Other Responsibilities (Approximately 5% of the role)
Regularly report on budget metrics, maintenance schedules, and inventory issues/updates to the Clinical Services Director.
Monitor facility and inventory related budgets.
Train/coordinate training for staff on instrument or equipment use as needed.
Perform other duties as assigned.
Requirements
There are innumerable ways to learn, grow, and excel professionally. We know people gain skills through a variety of professional, personal, educational and volunteer experiences. We respect this when we review applications and take a broad look at the experience of each applicant. We want to get to know you and the unique strengths you will bring to the work. This said, we are most likely to be interested in your candidacy if you can demonstrate most of the qualifications and experiences listed below:
Experience/Skill Requirements
At least three years of experience in operations, project, or facilities management experience or other closely related experience.
Demonstrated commitment to sexual and reproductive health access and the mission of HealthQ.
Strong attention to detail.
Demonstrated ability to develop, lead, and follow processes and procedures from beginning to end.
Excellent time management and organizational skills with ability to meet deadlines.
Able to work independently, problem solve and prioritize responsibilities.
Strong communication skills.
Excellent cleanliness and space organization skills.
Able to maintain and demonstrate strict confidentiality of all information, and commitment to ensuring patient privacy in accordance with HIPAA regulations.
Demonstrated ability to work in a multicultural setting with people of diverse backgrounds, identities, traditions, customs and personalities.
Able to interact with integrity and tact when working within the community.
Advanced ability to read, write, speak and understand English.
Demonstrated ability to work in a computerized office environment, including skill in email, word- processing, and spreadsheets. Ability and willingness to learn new technologies/systems.
Able to perform basic arithmetic skills such as measurement, addition, subtraction, multiplication and division in order to do basic calculations and analysis such as estimating, determining averages and percentages, and totals.
Able to frequently use general maintenance tools, supplies and equipment.
Education/Knowledge Requirements
The following requirements are considered essential:
High School Diploma/GED required.
Lean Six Sigma and/or Project Management Professional (PMP®) Certificate a plus.
Bilingual preferred, especially Spanish, Portuguese, and/or Haitian Creole.
Availability: This position works fully onsite. Hours are Monday – Friday, generally 8:30 am -4:30 pm, with some flexibility for negotiation. Occasional early morning, evening and weekend hours may be required based on organizational and project needs.
Work Expectations At HealthQ
We are a hands-on team and seek team members who are passionate about our work and service to our community. The Facilities Manager is expected to work onsite at HealthQ during their work week and engage regularly with staff and guests.
As a healthcare organization we continuously adapt to safety protocols as we understand them, and all employees must follow our safety protocols. Among these protocols, we strongly encourage all employees to maintain certain vaccinations. Masks are required seasonally for folks not up to date with influenza and COVID-19 vaccines.
Compensation
COMPENSATION AND BENEFITS
The starting wage range for this position is $22.80 – $27.36 per hour, commensurate with experience. This is a full-time position (37.5 hours per week).
In an effort to increase equity, and because we know that salary negotiations tend to have an unfair bias and workforce impact, we do not participate in salary negotiations, but rather determine starting salary within this range by years of similar experience you bring to this position. HealthQ offers annual anniversary increases.
Benefits
Health insurance for employees and dependents (75% employer paid)
Dental and vision insurance
Vacation (3 weeks) and sick (2 weeks) time
Retirement plan (3% match after 1 year)
Self-care benefit reimbursement
Education reimbursement and more.
PHYSICAL EXPECTATIONS
The physical expectations described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to utilize devices for data entry. The employee is frequently required to stand; sit; use hands to finger, handle, or feel and reach with hands and arms. The vision requirements include: close vision, color vision and depth perception and the ability to read 10 point or larger type. The employee must be able to hear and speak in a manner understood by most people and must communicate effectively in English both orally and in writing sufficient to prepare and send reports, and to interact with staff and peers. The employee must be able to use customary office equipment and software.
Physical Demands
Physically able to move at least 50 lbs. without assistance.
Physically able to bend, reach, and work in small areas.
Physically able to push and pull equipment and furnishings.
Physically able to stand, to work on hands and knees for short periods of time, and use ladder/step stool equipment.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is required to take normal safety precautions, such as avoidance of falls, etc. The employee is exposed to infection on a rare to occasional basis. The work area is adequately lit, heated, and ventilated. The noise level in the environment is moderate. Regular travel to conduct business is necessary.
To Apply
Candidates should submit a cover letter outlining their interest and qualifications, along with a CV/resume.
Applications will be reviewed on a rolling basis, with a priority deadline of 9 am ET on July 1. There will be 3 rounds of interviews. The process will include an interview with a recruiter and two subsequent rounds of interviews with members of the HealthQ team. We plan to make an offer by the end of July, and our desired start date for this candidate is August 2024.
If you need accommodations to increase accessibility and to fully participate during the hiring and interview process, please contact rachelz@healthq.org.
A Note To Potential Candidates
Studies have shown that women, trans, non-binary, and BIPOC folks are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. We are committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. That candidate may be one who comes from a background less traditional to our field of work, and that's okay. We would strongly encourage you to apply, even if you don't believe you meet every one of the qualifications described.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Project Management
Industries
Medical Practices
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