Director, Administrative Services

Director, Administrative Services

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This position is responsible for the execution of facilities and security operations and strategies for the organization. Primary duties include operational planning and oversight, as well as resource, relationship, and people management. This position provides input into strategic plans for the broader organization.

This is a hybrid position with the expectation to be in the downtown Portland office 4x per week. Candidates should be local to Portland metro.

Estimated Hiring Range:

$139,275.00 - $170,225.00

Bonus Target:

Bonus- SIP Target, 10% Annual

Current CareOregon Employees: Please use the internal Workday site to submit an application for this job.

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Essential Responsibilities

Technical/Operational Leadership

• Direct facility management and security services across the organization.
• Lead the execution, management, and oversight of strategic initiatives, plans, and goals in alignment with organizational vision and goals.
• Ensure that the physical operation of the organization's facilities meets budgetary and strategic objectives outlined in the department's road map.
• Oversee building and facilities budgets and operations including the scheduling and supervision of maintenance and repair activities, contracted services, and custodial services to provide a safe, healthy, and comfortable environment for building users.
• Lead and ensure compliance with CMS, FEMA, OSHA, CDC, and other regulating bodies as it pertains to preparedness and response; liaisons with People and Culture team related to employee health and safety.
• Develop and regularly monitor and report on performance against metrics.
• Lead innovation, process review, and improvement efforts for all areas of responsibility.
• Lead response to facility issues in partnership with safety and enterprise resilience teams.
• Ensure security staff receive appropriate training and maintain relevant certifications.
• May serve as a sponsor or chair for key projects and initiatives.

Strategic/Operational Planning

• Participate in the development of vision, goals, and strategic plans for the business unit.
• Provide input into the strategic plans of the organization.
• Develop annual team goals that align with organizational strategic goals.
• Develop short and long-term plans and policies; oversee the development and execution of standard operating procedures.

Financial/Resource Management

• Develop and manage budgets in alignment with short- and long-term plans.
• Manage resources to ensure priorities are accomplished.
• Approve resource allocations within budget, including people, finances, and timelines; make decisions on exceptions.

Relationship Management

• Lead effective communication system for work groups, ensuring a collaborative culture.
• Build and ensure effective relationships across internal teams and external organizations for current or future integration.
• Partner with internal leaders and managers in identifying improvement plans and processes.
• Represent CareOregon in external meetings and functions, providing productive leadership presence and effectiveness.

Employee Supervision

• Direct team(s) and establish team direction and goals in alignment with the organizational mission, vision, and values.
• Identify work and staffing models; recruit, hire, and oversee a team to meet work needs, using an equity, diversity, and inclusion lens.
• Identify department priorities; ensure employees have information and resources to meet job expectations.
• Lead the development, communication, and oversight of team and individual goals; ensure goals, expectations, and standards are clearly understood by staff.
• Manage, coach, motivate, and guide employees; promote employee development.
• Incorporate guidance from CareOregon equity tools into people leadership, planning, operations, evaluation, budgeting, resource allocation, and decision making.
• Ensure team adheres to department and organizational standards, policies, and procedures.
• Evaluate employee performance and provide regular feedback to support success; recognize strong performance and address performance gaps and accountability (corrective action).
• Perform supervisory tasks in collaboration with Human Resources as needed.

Experience and/or Education

Required

• Minimum 10 years' experience in facilities and/or security administration, including vendor relations

Preferred

• Minimum 4 years' experience in a supervisory position
• College coursework in a relevant field helpful
• Certification in facilities and/or security management
• Management experience within Municipal systems
• Experience in project management
• Experience in capital budget planning and management

Knowledge, Skills and Abilities Required

Knowledge

• Strong knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data and property
• Familiar with office space and facility planning, design, and construction
• Knowledgeable in CMS, FEMA, OSHA, CDC, and other regulating bodies and regulation pertaining to preparedness, response, and employee health and safety
• Knowledgeable in architecture, construction, and building systems such as HVAC and electrical
• Knowledgeable of commercial real estate and office space leasing practices
• Knowledgeable in emergency management and office security policies and procedures

Skills and Abilities

• Ability to communicate effectively, both verbally and in writing, including strong presentation and change management skills
• Ability to influence and build consensus
• People management skills, including the ability to effective lead and motivate teams
• Skilled in strategic thinking and executing strategy effectively; ability to think at an enterprise level
• Strong analytical, negotiation, critical thinking, and problem-solving skills
• Ability to work effectively with diverse individuals and groups
• Ability to learn, focus, understand, and evaluate information and determine appropriate actions
• Ability to accept direction and feedback, as well as tolerate and manage stress
• Ability to see, read, and perform repetitive finger and wrist movement for at least 6 hours/day
• Ability to hear and speak clearly for at least 3-6 hours/day

Working Conditions

Work Environment(s): ☒ Indoor/Office ☐ Community ☒ Facilities/Security ☐ Outdoor Exposure

Member/Patient Facing: ☐ No ☒ Telephonic ☒ In Person

Hazards: May include, but not limited to, physical and ergonomic hazards.

Equipment: General office equipment

Travel: May include occasional required or optional travel outside of the workplace; the employee's personal vehicle, local transit or other means of transportation may be used.

Work Location: Office- 3 days/week, facilities

If you receive an offer of employment for this position, it is contingent on the satisfactory completion of a pre-employment background check, immunization review, and drug screen (including THC/Marijuana). CareOregon is a federal contractor and must comply with all federal laws.

We offer a strong Total Rewards Program. This includes competitive pay, bonus opportunity, and a comprehensive benefits package. Eligibility for bonuses and benefits is dependent on factors such as the position type and the number of scheduled weekly hours. Benefits-eligible employees qualify for benefits beginning on the first of the month on or after their start date. CareOregon offers medical, dental, vision, life, AD&D, and disability insurance, as well as health savings account, flexible spending account(s), lifestyle spending account, employee assistance program, wellness program, discounts, and multiple supplemental benefits (e.g., voluntary life, critical illness, accident, hospital indemnity, identity theft protection, pre-tax parking, pet insurance, 529 College Savings, etc.). We also offer a strong retirement plan with employer contributions. Benefits-eligible employees accrue PTO and Paid State Sick Time based on hours worked/scheduled hours and the primary work state. Employees may also receive paid holidays, volunteer time, jury duty, bereavement leave, and more, depending on eligibility. Non-benefits eligible employees can enjoy 401(k) contributions, Paid State Sick Time, wellness and employee assistance program benefits, and other perks. Please contact your recruiter for more information.

We are an equal opportunity employer

CareOregon is an equal opportunity employer.  The organization selects the best individual for the job based upon job related qualifications, regardless of race, color, religion, sexual orientation, national origin, gender, gender identity, gender expression, genetic information, age, veteran status, ancestry, marital status or disability. The organization will make a reasonable accommodation to known physical or mental limitations of a qualified applicant or employee with a disability unless the accommodation will impose an undue hardship on the operation of our organization.