Job Description

JOB SUMMARY

Responsible for project management services on capital planning and construction projects, as assigned, from concept to move in. Fostering a collaborative approach, builds and leads teams to ensure projects are completed on schedule, within budget, and of high quality; while ensuring projects meet the goals and branding objectives of NorthBay Healthcare (NBHC). Establish and manage capital and operating budgets as assigned and manage expenditures to meet budgets. Maintain healthy productive relationships with project teams, and customers both internal and external. Maintain a positive attitude and actively work to continuously improve the quality of the facility development department’s processes. Perform other duties as assigned.

PRIMARY JOB DUTIES

1. Master Facility Planning – As requested, provide input into the preparation of NBHC’s Master Facility Plan. The goal is to be consistent with strategic and financial plans. Ensure projects coordinate with the Master Facility Plan. Help to guide, coordinate with, and update the medical office building Master Space Plan with each new project.

2. Capital & Operating Budgets – As requested, develop budgets and cash flows for projects. Coordinate with finance department to meet all deadlines in submitting requests each year. Follow NBHC’s processes for submitting and tracking budgets and expenditures; including strata jazz, capital requisitions, CIP (construction in progress), and others. Maintain cash flows, showing monthly forecast expenditures, of all project costs. If a project is forecast to go over budget, proactively work with the team to develop methods to bring it back on track.

3. Project Delivery Method – Research and recommend best project delivery method for each project assigned, minimizing risk to NBHC. Use knowledge and expertise to negotiate various contract types including design, guaranteed maximum price, lump sum, design assist, design build, CM at risk, and others. Become familiar with integrated project delivery, BIM, and lean processes and contracts. Remain abreast of the changing impacts specific types of contracts could have on lending institutions. Manage all phases of a project from planning, programming, budgeting, approvals, design, preconstruction, permitting, bidding, construction, occupancy, and close-out. Clearly understand the role of an owner’s representative and maintain a constant focus on achieving the objectives of NBHC.

4. Coordination of Furniture, Fixtures & Equipment and Information Technology (FF&E / IT) – At project inception work with FF&E / IT experts to identify FF&E / IT needs and budgets for projects as assigned. Facilitate meetings with FF&E / IT experts, user groups and project design and construction teams through planning, design and construction to coordinate project needs. Work with experts to prepare and manage Request for Proposal (RFP) and equipment selection process, coordinating with users and purchasing department to meet functional needs of the clinicians, establish and meet standards of the organization, and obtain best price through group purchasing agreements and negotiations. Ensure experts prepare FF&E / IT manual with specifications and data sheets, distribute and coordinate with design and construction team to make certain space and infrastructure needs are met. Have experts open purchase orders and track expenditures to ensure budgets are maintained. Ensure they negotiate service agreements to meet organizations’ needs over the long term. Ensure coordination with contractors and users to install FF&E / IT per schedule minimizing downtime and storage costs. Coordinate with Facilities Development move coordinator for smooth transition to occupancy.

5. Team Building - Participate in the selection of project teams, maintaining and building on the existing pool of pre-qualified planners, architects, contractors, and developers. Process requests for qualifications / proposals from preparation and issuance through interviews, analysis and recommendation of award. Build a collaborative project team including above parties, as well as where appropriate, agencies having jurisdiction, inspector of record, construction manager, vendors, user groups, information technology (IT), furniture, fixtures and equipment (FF&E) staff, purchasing, engineering, bio-medical, environmental support, infection control and other support departments.

Through all project phases, lead project meetings, establish agendas, manage discussions, assign action items, and track and follow-up on open items until satisfactorily closed. Act as the key point of contact for all team members, responsible for the coordination of all activities to achieve project objectives. Ensure that project information and documentation is provided to team members in a manner that facilitates timely decision-making and actions. Foster approach of continuous learning from past experiences.

6. Project Scope & Budget – Prepare comprehensive project scope of work and budget for assigned projects that meet objectives of NBHC, meet function and changing operational needs of the users, are cost effective, and fit within the capital constraints of NBHC. Differentiate between capital and operating costs. Coordinate with consultants, contractors, vendors, FF&E / IT experts, purchasing, and engineering to ensure comprehensive accurate budgeting early in the process. Ensure designers and contractors adequately inspect existing facilities to develop accurate cost estimates / bids to cover unforeseen conditions.

7. Budget Expenses - Develop, monitor, and report financial information for the project, including budgeting and budget monitoring, change orders, trending and cash flow forecasting. Develop and utilize an automated electronic system that integrates with the finance department’s systems and can be used as a standard process for all projects in the department. Submit monthly status reports. Review all financial transactions related to the project and recommend appropriate action. Ensure that purchase orders are opened for all contracts and proposals. Maintain a log of all invoices, referencing approved contract amounts, and recommend payment action. Clearly demonstrate invoices recommended for approval are within contract amounts. Once approved, process all invoices in a timely manner using NBHC systems, including Image Now. Recommend action on change orders, ensuring sufficient funding is available to cover current and forecast changes. Reconcile budgets and expenses with Accounts Payable monthly. Oversee FF&E / IT staff and procedures, both internal and external, to ensure expenses are within budget. Take corrective action as needed to ensure projects are completed within budget.

8. Quality Controls - Minimize risk to NBHC of claims, budget overruns, delays, code violations, and infection control issues by utilizing an organized system of quality controls. Review drawings and specifications, utilizing outside experts (peer review) when necessary, before approving or appending them to contracts. Ensure quality products, materials and finishes are specified. Conduct regular site visits to confirm that the quality of construction is consistent with the drawings and specifications. Understand and recognize early warning signs of project risk and take appropriate actions to protect NBHC under the contract provisions and general construction law.

9. Schedule – Establish schedule early in project that meets goals of NBHC and vigilantly monitor and hold team accountable for adherence. If schedule slips, be proactive and develop methods to remake up lost time. Process all paperwork and information timely to ensure project stays on schedule.

10. Agencies Having Jurisdiction - Develop collaborative relationships with regulatory agencies having jurisdiction over the project, including OSHPD, TJC, local governments, and others. Act as primary contact and work cooperatively to achieve desired results. Respond to community concerns early. As appropriate accompany officials during site visits and report results. Push the design and construction team to find ways to expedite approvals to avoid costly delays, including calling agency reviewers to discuss comments and submitting responses to reviews quickly.

11. Relevant Knowledge – Stay on the forefront of the industry, keeping abreast of developments in healthcare facility design and construction that can provide better patient outcomes, reduced construction time and cost, and increased branding opportunities. Develop the ability to see beyond individual projects to the successful future of NBHC.

12. The NorthBay Way is a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Healthcare. The NorthBay Way principles consist of Caring, Communication, Collaboration, and Competence. Employees have the responsibility and accountability to demonstrate and role model these behaviors. Employees are empowered to provide feedback to peers, co-workers, and/or physicians, when appropriate to address behavior consistent and inconsistent with the NorthBay Way.

Caring: Employee consistently treats everyone they come in contact with (peers, co-workers, physicians, visitors, patients) in a friendly and helpful manner. Employee demonstrates genuine concern for the wellbeing of others. Employee consistently treats others as the individual wants to be treated, affirms the worth and potential of others, and encourages caring behaviors.

Communication: Employee earns and maintains the trust of others by being consistent in his/her words and actions. Employee listens first and strives to understand events and concerns as they have meaning to others. Employee provides frequent, direct, truthful, and consistent communication. Employee ensures clear and compelling purpose for the work that needs to be done and shows appreciation for the efforts and results. Employee celebrates accomplishments.

Collaboration: Employee consistently honors promises and commitments. Employee conducts his/her work in the spirit of cooperation. Employee establishes and maintains healthy interpersonal relationships with everyone with whom he/she comes into contact (peers, co-workers, physicians, visitors, patients, etc.). Employee appreciates and uses the knowledge and experiences of others, including those that might differ from his/her own. Employee fully supports decisions once made. He/She is fair, equitable, and aware of all actions affecting others.

Competence: Employee consistently takes personal responsibility for uncompromising levels of service, quality, and safety. Employee is accountable for problems and opportunities that cross his/her path by doing whatever it takes to do the right thing. Employee manages resources with prudence and responsibility. Employee encourages innovation and risk taking in others. Employee engages in lifelong learning to grow more skilled.

SPECIFIC DUTIES AND RESPONSIBILITIES BY PROJECT PHASE

1. Planning Phase – Define project objectives, establish program, scope, budget, schedule, and project delivery model for each project. Meet with user groups and design/development/construction team as needed to clearly define functional space program, conceptual design, and outline specifications that meet NBHC standards and establish project budget. Coordinate with FF&E / IT staff and vendors to incorporate costs into project budget. Manage project and budget approval process through NBHC systems.

2. Design / Preconstruction Phase – Manage the selection of the design team, including architect and contractor, and define their scope of services. Ensure that team is provided with information required to complete the design, including surveys, FF&E / IT. Further refine project schedule and budgets, monitor and enforce adherence to established parameters. Ensure team does a comprehensive site investigation report to document existing conditions, coordinate design, and reduce potential changes orders due to unforeseen conditions. Manage entitlements with all approving authorities. Coordinate preliminary design approval processes with all authorities having jurisdiction over the project. Coordinate user input and approval at specific milestones, including “page turn” review of documents and mock-ups to ensure user comprehension. Manage preparation of construction documents. Designs should focus first on patient care and creating healing environments, be flexible and cost effective, comply with NBHC standards and branding, incorporate lean processes, incorporate alternates to maintain budgets, be energy efficient, and be phased to minimize disruption to hospital operations.

3. Permitting & Bidding Phase – Coordinate agency reviews to efficiently and effectively obtain permits. Update project budget and schedule. Coordinate bid process holding a pre-bid conference with prospective pre-qualified bidders as appropriate. Negotiate final construction contract including cost and schedule; limit allowances and exclusions. If using integrated project delivery, ensure project meets target cost.

4. Construction Phase – Issue Notice to Proceed and notify hospital personnel as appropriate. Coordinate staging areas, parking requirements and disruptions with hospital engineers. Monitor and enforce contract compliance with schedule, budget, and quality. Identify project trends and take appropriate action to ensure project stays on track. Insure timely processing of RFIs and submittals. Review change orders, analyze cost and rationale for added cost, and recommend action timely to avoid delays. Assist in the development and completion of punch lists and commissioning. Coordinate final inspection and approval with regulatory agencies including licensing. Coordinate move-in with users, facility manager, engineering, IT, bio-medical, and all affected parties.

5. Close Out - Manage contractual and financial project close-out, submittal of as-builts, BIM model and operation and maintenance manuals. Conduct post occupancy evaluation and utilize to continuously improve processes.

REQUIRED COMPETENCIES, SKILLS, EXPERIENCE AND EDUCATION

1. Education: B.A. /B.S. degree in architecture, engineering, construction management, healthcare administration, business administration, related field or 10 years of experience.
2. Experience: Minimum of five 5 years experience at the management of planning, design, and construction of healthcare facilities in California; 10 – 15 years preferred.
3. Licensure: California license in architecture or engineering desired, but not required.
4. Skills: Skilled user of Word and Excel software programs.
5. Interpersonal Skills: The NorthBay Way is a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Healthcare. The NorthBay Way principles consist of Caring, Communication, Collaboration, and Competence. Excellent interpersonal skills in working with the public, co-workers, tenants and physicians. Ability to work with groups of all sizes; strong communication skills (written and oral). Display a high degree of initiative, judgment and maturity.
6. Competencies: Gets results; likes challenges; handles risk and uncertainty; effectively copes with change; makes difficult decisions in a timely manner; analyzes both successes and failures; effectively manages several projects at once; sets priorities well.
7. Physical Effort: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Minimal: sitting, occasional lifting or moving boxes and supplies.
8. Hours of Work: Full-time (40+ hrs/wk), flexible hrs, some evening, weekends (exempt position).