Medasource
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Job Title: Director of Planning & Administration
Duration 6 Month CTH
Location Baltimore, Onsite
Job Description:
Working closely with the Sr. VP of Facilities, VP Facilities Operations and Hospital Facilities Sr. Directors, the Facilities Strategy and Initiatives Program Director plays a critical role in supporting the leadership team, communicating priorities to staff, managing major initiatives and serving as a broker between internal and external partners throughout the Health System to support Facilities’ strategic goals. This role will work in close collaboration with the SR. VP Facilities, VP Facilities Operations and Facilities Sr. Directors to write reports and other deliverables for presentation to Trustees, Health System Presidents, SOM Dean, senior health system leadership, faculty and clients regarding progress on specific projects, etc. This position, with three direct reports, will aid in Facilities effectiveness across the Health System.
Responsibilities:
· Supporting the Sr. VP in achieving target goals and priorities by serving as a strategic partner and implementation leader
· Providing operational leadership to the Sr. VP to accomplish departmental goals, including prioritization of activities, workflow, communications, and processes
· Ensuring the prioritization of activities and scheduling for Sr. VP by streamlining workflows and communications; ensuring the Sr. VP time is being used as effectively as possible
· Working with the Sr. VP to set strategic priorities to provide insight on identifying areas where to direct energy and focus of the Facilities leadership team
· For key meetings that the Sr. VP leads, manages the meeting agenda, supporting the facilitation of discussion during the meeting itself, and driving next steps
· Representing the Sr. VP in his/her absence, when appropriate/necessary
· Leading with integrity and maintaining the highest standards of confidentiality
· High level of independent decision making
Program Administration & Management:
· This position requires strong interpersonal skills, strong negotiation skills, a focus on innovation and the ability to balance multiple priorities
· This position includes setting and meeting goals, managing schedules, assisting with capital planning (facilities), and preparing statistical/financial reports, when necessary
· Directs and manages projects and initiatives from idea through implementation
· Serves as a liaison with project stakeholders on an on-going basis
· Defines project success criteria and disseminates criteria to the involved parties throughout the project life cycle
· Effectively communicates project expectations to team members and stakeholders in a timely and clear fashion
· Proactively manages changes in project scope, identifies potential risks and devises mitigation and contingency plans
· Develops and delivers proposals, requirements documentation, status reports and presentations
· Supports special initiatives including the preparation of materials for, and presentation to, internal and external stakeholders
· Administrative personnel supporting the VP Facilities Operations and Sr. Directors will report to this position.
Skills:
· Strategic project management skills including experience with managing teams
· Expertise in the integration and analysis of clinical and financial information
· Competency in market analysis and business plan development
· Manage, continually optimize, and streamline team governance and quality assurance processes. Takes lead on establishing departmental performance indicators, data collection processes, and reporting
· Build and lead the daily operations supporting the Sr. VP Facilities, VP Facilities Operations and Sr. Directors; creating, maintaining and tracking project lists
· Lead cross-functional strategic initiatives, facilitate special projects, and ensure action items are executed on behalf of the Sr. VP
· Operate at a tactical, strategic, and operational level, handling the oversight of projects that do not neatly fit within the organizational chart or that fall between departments or leadership areas of responsibility
· Acts as an extension of the Sr. VP and information funnel, filter, and facilitator with internal and external stakeholders
· Assess all inquiries directed to the Sr. VP, determine priority and the proper course of action
· Triage all incoming requests for the executive’s time and work collaboratively with direct reports (Sr. Project Administrator and Project Administrator) and other departmental executive assistants to ensure his/her calendar is aligned with the priorities of the organization
· Track high priority initiatives for the Sr. VP to identify any/potential obstacles
· Manage the Sr. VP’s and senior Facilities leadership’s brand & reputation
Knowledge, Skills, and Abilities:
· Advanced Microsoft Excel, Word, and PowerPoint skills.
· Detailed knowledge in gathering and translating large amounts of data into actionable recommendations
· Solid knowledge of community outreach and economic inclusion leading practices and industry trends
· Proven ability to establish rapport and effective working relationships with business partners, supervisors, peers, and internal and external stakeholders
· Interest in the design and construction industry
· Able to present ideas logically and concisely to diverse audiences, both verbally and in writing
· Ambitious, independent, self-starting leader who plans, prioritizes, manages, and completes tasks within a fast-paced, deadline- driven schedule
· Knowledge of project delivery methods in the design and construction industry is a plus
· Ability to multi-task and remain flexible to changes to priorities and workload
· Strong organizational skills
· Collaborative and can work well with internal and external stakeholders at various levels
· Demonstrate excellent verbal and written communication skills
· Skilled in communication using tact, discretion and diplomacy with internal and external stakeholders
· Working knowledge of SAP is preferred but not required
· Working knowledge of PMWeb is a plus
· Working knowledge of Microsoft Access is preferred but not required
· Ability to maintain confidentiality
Medasource provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, national origin, age, sex, citizenship, disability, genetic information, gender, sexual orientation, gender identity, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state, and local laws.
JO-2309-139874