Coordinator, Facilities Planning Special Projects

Catholic Health is one of Long Island’s finest health and human services agencies. Our health system has over 16,000 employees, six acute care hospitals, three nursing homes, a home health service, hospice and a network of physician practices across the island.

At Catholic Health, our primary focus is the way we treat and serve our communities. We work collaboratively to provide compassionate care and utilize evidence based practice to improve outcomes – to every patient, every time.

We are committed to caring for Long Island. Be a part of our team of healthcare heroes and discover why Catholic Health was named Long Island's Top Workplace!

Under the direction of the Sr. VP Real Estate & Facility Administration, the Coordinator of Real Estate Development and Facilities is responsible is responsible for coordinating various aspects of assigned projects and administrative services in the areas of real estate development, facilities management, public safety, and will plan, organize, and direct execution of special projects, events, and requests. They will support the maintenance and development of operating and capital budget information as directed by departmental managers.  This position requires close collaboration with system wide leadership in the areas of facility planning, public safety, real estate transactions, capital projects, facility management requirements, signage and branding and any system special project required.    The position also includes administrative level duties for the Senior VP and other system leadership team members including coordinating meetings and managing activities and calendars, as well as communicating with related internal departments and external contacts

DUTIES/RESPONSIBILITIES: 

Candidate should be organized, efficient, and one who embraces feedback. Responsibilities will include:

• Coordinates and enters financial requirements and contract information into various Catholic Health systems for processing purchase orders, budget requests and/or payments
• Runs reports in various Catholic Health systems to provide members of the leadership team to monitor operating and capital budgets
• Received vital facility information and conveys facility needs to vendors and or team members.  Enters information as required into database systems to track progress.
• Provides tracking reports as requires for various team members
• Coordinates staff meeting agendas, maintains department intranet website and plays a key role in facilitating system activities as required.

• Monitors facilities issues at, discusses issues with SVP and/or assigned leadership team member and when appropriate and takes corrective action when needed. 
• Fulfills, whether by performing or procuring, needs for various administrative services in assigned facilities.
• Identifies needs, makes recommendations for, and facilitates the procurement of furniture, equipment, and other goods.

• Monitors CHS facilities’ budgets and works with SVP and assigned departmental leads to develop new budgets on an annual basis.
• Collaborates with other departments and staff to draft and execute budgets for assigned projects.
• Coordinates and manages all aspects of assigned projects to ensure timely completion within available budget.

• Maintains real estate database with up to date information.  Uses database to provide reports to SVP as may be required.
• Assists Accounts Payable with lease invoicing reports and issues. 
• Assists with tracking CHS construction project details in terms of schedule, budget and owner provided elements such as furniture, equipment, signage, artwork, etc…
• Works closely with department and team to ensure system construction capital projects are all completed and ready for occupancy according to schedule. 
• Assists SVP and capital delivery team in tracking and monitoring major projects at hospitals and nursing homes.
• Assists the Supply Chain Leadership as required in all phases of operations.
• If required, may perform inspections of the properties to assess the need for maintenance and capital improvements
• May receive, transmit and facilitate a tenant inquiry
• Performs other related duties as assigned.

POSITION REQUIREMENTS AND QUALIFICATIONS:

Education:

• Bachelor's Degree in Real Estate, Business or Facilities Management required, or equivalent combination of education and related experience.  Real estate license a plus.

Skills:  

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to create, understand, and implement a budget.
• Ability to work independently and be self-motivated
• Must have a current driver's license and an acceptable driving record
• Familiarity with AI tools to efficiently coordinate many concurrent activities preferred.
• Able to coordinate multiple projects simultaneously
• Ability to communicate with physicians and a wide range of other personnel
• 3-4 years real estate experience with focus in portfolio management and lease negotiation and document preparation preferred
• Knowledge of medical office building operations and an understanding of medical practice operations preferred
• Proven ability in the following areas: strategic thinking, problem solving, decision-making, negotiating and relationship management
• Strong interpersonal, verbal, and written communication skills
• Advance knowledge of Microsoft Office, including Word, Excel, Power Point, and Outlook
• Strong organizational skills
• Proficient with Microsoft Office Suite or related software.

Experience: At least five years of related experience in a healthcare environment and familiar with healthcare processing activities required, with management experience preferred.

This range serves as a good faith estimate and actual pay will encompass a number of factors, including a candidate’s qualifications, skills, competencies and experience. The salary range or rate listed does not include any bonuses/incentive, or other forms of compensation that may be applicable to this job and it does not include the value of benefits.

At Catholic Health, we believe in a people-first approach. In addition to the estimated base pay provided, Catholic Health offers generous benefits packages, generous tuition assistance, a defined benefit pension plan, and a culture that supports professional and educational growth.