• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $75,000 - $82,000

Position Summary

Responsibilities

Physical Plant Operations (50%) 

• Provide oversight and support related to physical plant operations in all Columbia Health locations.  
• Lead Columbia Health’s interface with CU Facilities Department to ensure that all service/building system emergencies are resolved in a timely fashion and that affected departments are kept informed of the status and resolution effort. 
  • Responsible for the routine inspection of Columbia Health spaces to ensure superior maintenance and work quality and compliance with established procedures and regulatory guidelines. 
  • Develop and implement a preventative maintenance program including annual inspection of equipment for areas of accountability and administer performance standards to meet the service expectations of client base and productivity measures to identify and track progress and customer satisfaction. 
• Receive and routes trouble calls (electronic help desk, e-mail, telephone) related to building components or systems to appropriate Facilities departments and coordinate their timely completion. 
  • Ensure custodial functions such as cleaning, pest control, painting, carpet repair and replacement, and other related services are completed in a timely manner consistent with operations and accreditation standards. 
  • Lead and manage maintenance contracts for mechanical systems and procure professional services. 

• Oversee the procurement of furniture and equipment and maintain inventories for areas of accountability.  Ensure proper installations, conduct and coordinate repairs to office machines, equipment, and furniture systems. Maintain service documentation and other related materials. 
• Participate in the planning and execution of building projects including renovations, upgrades of space, interior reconfigurations, cosmetic improvement, and related projects.
• Work with internal teams, related campus partners, and external contractors to coordinate the development and implementation of facility improvement projects as directed. Coordinate on-site visits with vendors and contractors for all routine maintenance and repairs as well as for any space modifications 
• Create and submit requests for proposal/requests for quote for projects bids, obtain competitive bids, and coordinate and prepare bid packages necessary for the purchase of equipment, materials, and supplies.  
• Evaluate costs and resource constraints and make recommendations. 
• Monitor and verify that contractual services and projects are completed in accordance with contracts/work orders.   
• Manage contracts for renovations of space improvement and reviews billing from contractors for accuracy. 
• Assume project management oversight for future construction.  Provide oversight for all aspects of new construction, including mechanical, technical, and electronic systems.   

Project Management (25%) 

• Lead facilities related projects, collaborate as required with team members and other stakeholders, advise on best practices and consult with Columbia Health leadership and campus partners to identify and recommend optimal solutions 
• Work collaboratively with division leadership to identify, update and create procedural documentation, including standard operating procedures, workflows, and policies for process improvement. 
• Works collaboratively with Columbia Health departments and campus partners to support annual Flu Fairs and other large-scale events by securing equipment and managing materials as needed. 
• Accreditation: 
  • Ensure requirements are maintained for AAAHC reaccreditation, including: 
    • Semi-annual Governing Body meetings. 
    • Participation in accreditation working group in preparation for site visit. 
    • Compilation of relevant and required documentation for application and site visit. 

Provide oversight and management for compliance & safety (20%) 

• In partnership with the Assistant Director, Emergency Management & Compliance, monitor and ensure compliance with reporting requirements of all regulatory agencies regarding occupancy, including emergency preparation plans, emergency systems functioning and the documentation and records associated with these functions. Ensures that health and safety and OSHA/ADA policies and procedures are followed.  
  • Maintain alarm system, supplement to the fire alarm (i.e. panic, smoke and push alarms). 
  • Maintain Material Safety Data Sheets (MSDS) and other safety-related records. 
• Monitor building systems including but not limited to mechanical, fire/safety, elevators, physical security, office access (including keys), equipment and property. 
• Coordinate and manage maintenance contracts for mechanical systems and procure professional services.   

Perform other duties as assigned (5%) 

Position typically involves moderate to heavy physical activity and exertion, including heavy lifting. 

Minimum Qualifications

• Bachelor’s degree or its equivalent in a related field. 
• Minimum of 3 years of progressively responsible experience in project management. 
• Demonstrated experience with delivery and independent oversight of maintenance services. 
• Excellent communication, critical thinking, and customer service skills. 
• Ability to work effectively in a strong service environment that is subject to changing priorities. 
• Ability to work independently, take initiative, and follow-through on assignments with minimal direction. 

Preferred Qualifications

• Masters degree in related field. 
• Demonstrated experience with physical plan or facilities operations. 
• Knowledge of the practices, methods, and equipment utilized in all phases of facility maintenance, including familiarity with HVAC, mechanical, electrical, monitoring and control systems. 

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.