Facilities Coordinator II, Operations and Capital Development

Are you looking to make a difference by improving the health of our patients?  Here you will find an innovative culture that is patient-focused and dedicated to making a difference.  We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible. 

The Facilities Coordinator II, Operations and Capital Development, manages daily activities in support of daily operations and administration within the Facilities division. Keeps current property, project, and vehicle insurance requirements in concert with the broker, contractors, and vendors. Proactively supports the Vice President, Facilities and other department leaders. Works closely with Human Resources, Security and Transportation to perform a variety of highly confidential functions with access to protected information. Assumes leadership role; assigns or directs work to others; trains others and gives guidance to others.

• FINANCIAL:
  • Tracks Capital budgets for Facilities and The Templeton Foundation
  • Coordinates with Finance and Facilities Leaders to complete all paperwork necessary to submit Capital Requests for Facilities related repairs, projects, and acquisitions
  • Liaise with vendors, leaders and finance to ensure the smooth and accurate processing of department invoices, including coding and tracking all department invoices for review and approval, and sending to AP
  • Assists the Facilities, Grounds, and Transportation departments with entering Purchase Order Requisitions and enters all requisitions for Templeton locations
  • Develops and manages an integrated monitoring system for all capital projects. The system will provide current information concerning cost, expense allocation, and remaining funds
  • With guidance from the Vice President, Facilities, monitors accomplishment of agreed upon objectives; and where appropriate, institutes corrective actions, including reallocating resources, reprioritizing, and /or recommending modifications to established plans
  • Receives and reviews asset lists annually from Finance and completes Asset Transfer and Disposal Forms as appropriate with the assistance of the Vice President, Facilities
• INSURANCE:
  • Maintain accurate records of insurance policies related to Network property, vehicles, and equipment, and submit and/or suggest changes when appropriate
  • Facilitate and track property-related insurance claims from initial reporting and data collection through resolution, including communication with adjusters and carriers
  • Work with insurance providers and hospital leadership to ensure proper coverages are in place
  • Collaborate with legal/risk management teams for annual reviews of renewals, audits, and policy endorsements to support the assurance that all Network assets are properly insured and risks are minimized
  • Monitor changes to property (e.g., renovations, acquisitions, disposals) to update insurance coverage accordingly
  • Liaise with insurance brokers and carriers regarding policy coverages, terms, claims, and renewals
  • Is responsible for contacting individual insurance companies in order to retrieve insurance payments on accidents pertaining to property damage, etc. that do not fall under Bassett’s insurance policy
  • Maintains up to date property records and property insurance information for all properties (leased or owned) and projects in concert with the Vice President, and broker
  • Communicates with vendors to collect, evaluate, and maintain files for acceptable Certificates of Insurance for all vendors and contractors performing services on Network property or for Network entities
  • Ensures that all corporate vehicles, owned and leased, are incorporated within the applicable insurance policy and ensures that loss claims, are filed correctly and in a timely manner. Schedules repair or disposal of damaged vehicles as appropriate
  • Manage tractor/equipment liability and physical damage coverage
• TRANSPORTATION:
  • Implement and enforce vehicle safety protocols, including accident reporting and investigation procedures
  • Manage GPS database and monitor driver safety, reporting all violations or safety concerns with appropriate department leaders
  • Serve on the Fleet Vehicle Accident Committee, maintaining detailed accident history, outcomes, and accountability measures
  • Manage the Geotab/T-Mobile invoicing for GPS’s to ensure units and charges are added, removed and recycled, as appropriate
  • Qualify and approve or decline all requests for access to drive Bassett fleet vehicles and maintain all driver files
  • Manage NYS LENS database for drivers’ abstracts and monitor driver incidents for disqualification
  • Manage NYSDOT and FMCSA Requirements and Regulations for the Network, including maintenance of Driver Qualification files and Vehicle Compliance files within the Fleetmentor database
  • Manage FMCSA Portal and Drug and Alcohol Clearinghouse per NYSDOT regulations
  • Coordinate with Purchasing and departments to collect supporting data, submit requests, and facilitate vehicle rentals, disposals, buyouts and new vehicle orders
  • Prepare reports on fleet performance, maintenance costs, fuel efficiency, and usage trends, including suggestions for replacements and disposals
  • Manage and monitor the Chargepoint EV Charging database/website for service outages, updates to rates for kwh, and schedule repairs to equipment
  • Monitors the Enterprise Fleet database, notifying Enterprise of necessary updates, and downloads documentation for the fleet vehicle files
• DEPARTMENTAL:
  • With Leadership’s guidance, manage and assign educational sessions within the JJ Keller Training database to employees across multiple departments for training related to Construction, Transportation, Safety and Risk Management, Emergency Preparedness, OSHA, FMCSA, NYSDOT, Employee Relations, Human Resources, and Environmental
  • Is available and willing to plan and execute tasks with little or no prior notification to keep projects on schedule
  • Stays well informed of the needs of MIBH and policies associated with the department
  • Will remain updated on all MIBH policies and procedures that pertain to facilities management and the organization in general. Assists in drafting new department policies as identified by the Coordinator or Division Management Team. • Assists with updates to the department pages on the BNet
  • Performs similar, related, or other duties as requested and/or observed by supervisor or manager

Education:

• High School Diploma/GED, required

Experience:

• Minimum 10 years experience in Healthcare Operations (Business or Facilities). Experience must be in facilities, construction, projects or property management
  • Bachelor's Degree in Business or Healthcare Administration may substitute for 4 years of experience
  • Associates Degree in Business or Healthcare Administration may substitute for 2 years of experience
• Experience in insurance industry, preferred
• Experience with FMCSA and NYSDOT Regulations, preferred

Licensure/Certifications:

• Valid Driver's License, required

Skills:

• Critical Thinking
• Problem Solving
• Conflict Resolution
• Multi-Tasking
• Maintain Confidentiality
• Computer Skills
• Customer Service
• Self-Motivated

Physical Requirements:

• Medium Work - Exerting up to 50 lbs. for force occasionally, and/or up to 20 lbs. of force frequently, and/or up to 10 lbs. of force constantly to move objects
• Occasional climbing, crouching, grasping, hearing, kneeling, lifting, pulling, pushing, reaching, stooping, visual acuity (color, depth, perception)
• Frequent repetitive motion, standing, walking
• Constant seeing/monitor/computer use, talking

Travel:

• Occasional Travel - The job may require travel from time- to-time, but not on a regular basis

Bassett Healthcare Network’s commitment to our employees includes benefit programs carefully designed with the needs and values of all our employees in mind. Many of the benefits we offer are paid fully or in large part by Bassett. Our generous benefits offerings include:  

• Paid time off, including company holidays, vacation, and sick time
• Medical, dental and vision insurance
• Life insurance and disability protection
• Retirement benefits including an employer match 
• And more!

Specific benefit offerings may vary by location and/or position.