Director of Facilities & Safety

Company: Fenway Health
Location: Boston
Posted on: January 26, 2025

Job Description:

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Job Type
Full-time

Description
Under the supervision of the Chief Operating Officer (COO), the Director of Facilities & Safety is responsible for ensuring that Fenway's buildings and grounds are maintained, safe for staff and visitors, and that they meet or exceed the standards established by JCAHO and other accrediting agencies. In cooperation with senior management, the Director of Facilities and Safety will direct the development of an effective strategy to assess and mitigate risks, maintain continuity of operation, and develop protocols and procedures for prioritizing safety and handling crisis should they arise.
Representative DutiesPerforms tasks related to the maintenance and security of Fenway Health's buildings and grounds

• Conduct or coordinate general maintenance, cleaning, and repairs, including plumbing, electrical work, HVAC maintenance, carpentry, and other facility needs.
• Anticipate and plan for facility improvement projects and draft preventive maintenance schedules for buildings and equipment.
• Solicit and compare bids for maintenance work, selecting appropriate vendors and monitoring compliance, quality, and timeliness of completed tasks.
• Maintain day-to-day operations of facilities, including timely processing of work orders, proactive identification and remediation of areas of concern, and liaison with contractors to resolve specialized issues.
• Manage office equipment, including ensuring copiers and fax machines are maintained per lease agreements. (technically IT but OK to leave in)
• Ensure products for daily use (e.g., copier paper, paper products, plastic ware) are ordered, stocked, and available.
• Oversee the process of incoming and interoffice mail, ensuring correct delivery to Fenway offices, and manage outgoing mail to ensure proper postage and mailing.
• Set up conference rooms for meetings, conferences, and events.
• Ensure compliance with health, safety, and security protocols, including collaboration with security vendors and participation in emergency preparedness efforts.
• Work with state and city licensing boards to maintain up-to-date permits for all areas of Fenway's buildings.
• Co-chair the Environment of Care Committee with the AVP of Quality Improvement.
• Identify and implement efficient, sustainable, and eco-friendly practices that align with Fenway Health's environmental goals.
• Act as the primary contact for property management at Fenway Health's leased offices.
• Maintain records, licenses, warranties, inspections, service agreements, and equipment contracts.
• Manage inventory, storage, and distribution of equipment, including recommendations for new equipment purchases.
• Promote and maintain a work environment that ensures the highest quality customer service at all times.
• Collaborate with the IT department on equipment setup and configuration as needed.
• Work closely with the Chief Operating Officer to address and coordinate facility needs.
• Engage in additional tasks and projects that support Fenway Health's operations as a non-profit organization. Responsible for safety and security functions at all Fenway sites and regular staff attendance at safety related trainings
  • Develop and implement safety and security policies, protocols and procedures.
  • Develop and review emergency response and crisis management procedures with sensitivity to the unique culture of each location.
  • Review reports on incidents and breaches in order to identify risks and areas for improvement.
  • Develop close ties and form a partnership with police and fire leadership responsible for areas where any Fenway location exists. Encourage participation of police and fire personnel in appropriate employee training and drills. Develops and maintains ongoing relationships with external vendors and officials
    • Serves as primary liaison to external vendors (including office supply, elevator, HVAC, security, and janitorial services) and negotiates contracts as necessary.
    • Schedules and evaluates work conducted by vendors
    • Ensures that copiers and fax machines are maintained in accordance with lease agreement (ok to leave in)
    • Negotiate and oversee contract for uniformed security guards for Fenway Health required locations and ensure security personnel are trained on policies, protocols and procedures, including providing LGBTQIA+ and other culturally competent customer service to patients, staff and visitors.
    • Develop close partnership with local police and fire leadership in areas where a Fenway Health location operates; encourage participation of police and fire personnel in appropriate training and drills. Develops and monitors Facilities and Safety budget
      • Oversee departmental budget in concert with COO, and monitors department spending on monthly basis.
      • Based on regularly scheduled site reviews, make recommendations for capital improvement projects to support and maintain Fenway's facilities and enhance safety and security.
      • Ensure adequate resources are available to meet agency standards regarding safety and security Provide training and supervision to assigned staff following Fenway Health policies and procedures
        • Adhere to the best practices of successful staff supervision
        • Ensure that staff receive a comprehensive program orientation
        • Ensure that staff receive sufficient training regarding the full range of their responsibilities
        • Provide regular written evaluations of assigned staff following agency evaluation guidelines
        • Make employment-related decisions regarding assigned staff within the scope of defined authority and following established agency and program guidelines
        • Provide daily oversight, supervision, and prioritization of all ticket-based workflows and ongoing project initiatives including resource management
        • Resolve daily issues of a complex scope that impact the team and overall business objectives
        • Coordinate closely with department supervisors to ensure collaboration between teams Stays up to date with required trainings, as appropriate (i.e. D.O.T, OSHA, etc.)Meet agency participatory expectations
          • Adheres to all agency and departmental policies and procedures
          • Participates in quality assessment and improvement activities as requested
          • Adheres to the highest principles of patient and client confidentiality
          • Adheres to established safety policies, procedures and precautions; identifies potential or actual unsafe situations in the environment and takes measures to rectify the situation
          • Attends all required meetings, in-services and professional trainings
          • Maintains professional competence necessary to perform job responsibilities; maintains and provides agency with records of continuing education activities
          • Serves on agency committees and in professional organizations when requested Perform related duties as assigned
            Requirements
            
            • Bachelor's degree required
            • 10-15 years of leadership experience in facilities management, security, or similar roles, with a proven ability to effectively lead a service-oriented, customer-centered department; prior experience in a healthcare environment is strongly preferred.
            • Advanced knowledge and hands-on experience in one or more of the following: HVAC repair, plumbing repair, electrical work, and carpentry.
            • Demonstrated project management skills, including the ability to manage multiple projects, activities, and tasks simultaneously.
            • Experience with security technology and systems, including CCTV, access control, intrusion systems, and panic alarms.
            • Solid understanding of security protocols, emergency response planning, and building codes.
            • Familiarity with reading blueprints and preparing facilities for accrediting agency site inspections.
            • Experience monitoring contract compliance and working closely with vendors, contractors, and other professionals.
            • Strong budgeting, statistical data analysis, and computer skills, including proficiency in MS Office and basic computer use.
            • Excellent communication, interpersonal, and customer service skills, with the ability to establish and maintain effective working relationships with staff, vendors, and visitors.
            • Demonstrated or lived experience working with diverse communities, including communities of color, LGBTQIA+, and underserved populations.
            • Current Massachusetts driver's license and ability to travel to all Fenway Health sites as needed.
            • Committed and reliable, with availability to respond to safety or security emergencies 24/7.
            • Ability to work harmoniously and effectively with colleagues, patients, clients and vendors across the spectrum of diversity, including but not limited to race, ethnicity, color, gender identity, sexual orientation, age, socio-economic status, national origin and immigrant status, religious or spiritual identity, disability (physical, mental, emotional and developmental), veteran status, and/or limited English proficiency.
            • Willingness to contribute towards Fenway's efforts in becoming an anti-racist organization and promoting a culture dedicated to ongoing development in service of humility, equity, diversity, inclusion, and belonging, where differences are acknowledged and valued.
              Preferred Qualifications:
              • Facilities management coursework in a technical or trade school
              • Certifications in security administration, such as a CPP certification, or further education is highly desirable. Physical Requirements:
                • Ability to meet the following physical requirements with or without reasonable accommodations:
                • Regularly walk, stand, stoop, climb, kneel and crouch
                • Frequently lift, carry, push and pull objects weighing up to 50 pounds independently, and occasionally objects weighing up to 100 pounds with assistance
                • Work involves considerable exposure to unusual elements such as extreme temperatures, unpleasant odors and/or loud noises
                • Moderate physical activity
                  Supervisory Responsibility:Supervises Facilities Technicians and Safety and Security Specialist
                  We offer competitive salaries, and for those who qualify, an excellent benefits package; including comprehensive medical and dental insurance plans, generous paid time off, commuter benefits, and more.LGBTQIA+ identified persons, Black, Indigenous, and other people of color (BIPOC), and individuals from other historically underrepresented communities are strongly encouraged to apply.
                  Salary Description
                  $86,000-$151,000 /year

Keywords: Fenway Health, Newton , Director of Facilities & Safety, Professions , Boston, Massachusetts