The General Services Manager is responsible for managing the day-to-day operations of the General Services department, including programs for Parking and Transportation, Security ID Badging and Access Control, USPS and interoffice Mail Services, Horticultural Services, preparation and monitoring of a $9 million department budget. The Manager has direct supervision of department personnel including staff development, personnel evaluations, recommending wage increases and promotions, fostering an inclusive and diverse team that is welcoming to all department customers, providing discipline, and terminating staff when necessary. This position also manages labor grievances at the department level for the Mail Room employees. In addition, this role oversees other department projects that require management and coordination due to the complexities of providing service to a growing real estate portfolio and a broadening clinical and research affiliations network. The manager also provides strategic long-term planning with the FMRE Director of Business & Real Estate, development and implementation of departmental policies, reviewing department practices, developing work schedules, distributing work, and effecting changes needed to improve services to meet or exceed DFCI standards in a busy, service-oriented department.
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
PRIMARY DUTIES AND RESPONSIBILITIES:
Budget: The Manager prepares and monitors a $9 million department operating budget in a fiscally responsible manner to operate within budgetary constraints; oversees purchase of all department related equipment and supplies and makes sure that all goods and services purchased meet DFCI standards; develops Requests for Proposal (RFP) for department related services when contracts go out for bid
Parking & Transportation: Oversees DFCI's on-site parking program managed by VPNE for patients, leadership and employee parking accommodations; provides direction to Program Manager for Parking & Transportation regarding 21 employee parking sites with an inventory of 1400 employee parking spaces, waiting lists and investigations; develops long term strategy to assess DFCI's present and future on-site/off-site parking requirements; formulates policies relating to workforce members and patient & visitor parking; works with MASCO, VPNE, and other LMA organizations to ensure sufficient parking and shuttles for DFCI employees and patients
Shuttle Services: Oversees the DFCI employee shuttle programs; also collaborates with MASCO on shuttle programs available to LMA institutions, with VPNE on the 10 Brookline Place and Chestnut Hill shuttle program, and with VPNE, Boston Children's Hospital and Beth Israel Deaconess Medical Center on the North Station Shuttle; recommends DFCI's long-term strategy regarding the shuttle roles in future off-campus expansion.
Security ID Badging and Access Control System: Knowledgeable in Security Access Control System to support department staff in troubleshooting and resolving access issues or referring to content experts for more involved service issues; provides guidance to Program Manager for Security Systems regarding issues with the DFCI Inpatient Hospital ID Badge Program, New Hire Orientation and Onboarding, combined projects with Lock Shop, Facial Recognition Security System, online portal for managers to control access to their respective areas and mobile credentialing for secure access to external researchers/collaborators
USPS Mail Service and Distributed Campus Mail Courier – Manages DFCI's interoffice, USPS mail program and the mail courier program throughout DFCI and its distributed campus locations in Boston. Develops strategies to ensure the mail program keeps pace with DFCI's continued growth by utilizing new technologies, looking at more efficient and cost-saving methods of processing the mail; liaison between DFCI departments and Mail Room, solving issues for better mail operations
Horticultural Services: Manages Institute horticultural services for internal and external plant programs in the Healing Garden, Roof Gardens, executive offices, common areas and external plant beds and planters; collaborates with Institute architects regarding specifications in renovated areas as needed; collaborates with MASCO on the LMA Beautification and Placemaking Programs; responsible for budget submittals and vendor installations and maintenance programs
Policies and Procedures: Knowledge of hospital policies and procedures; creates and updates Standard Operating Procedures and Policies for department functions and collaborates with other departments to update policies
Projects: Manages department projects by establishing project goals, setting timelines for department staff to meet critical deadlines, and approving department communications, training materials, procedures and policies relating to the project
Workgroups: This position will represent General Services and DFCI on a variety of internal and external committees and workgroups, some of which include the Chestnut Hill Operations Group (CHOG), Satellite Expansion Operations Group (SEOG), COVID Recovery and Repositioning Workgroups, the MASCO Commuter Services Committee, as well as other workgroups where General Services areas require representation
Collaborates effectively with other key Institute department managers and directors, LMA colleagues, service providers, and distributed campus building/property managers to implement department programs and initiatives, ensuring improved services
Department Reports: Prepares and submits department reports as needed, including preparation of documents required by regulatory agencies; develops surveys and creates presentations for committees and workgroups
Software enhancements and implementations: Reviews and implements new software technologies to streamline and improve department processes to provide more efficient service; works with various departments across the Institute to implement software enhancements, including PeopleSoft and the Aware Work Order System
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
Strong leadership and managerial skills
Excellent computer skills, including proficiency in Microsoft Office Suite
Excellent organizational and project management skills with the ability to handle multiple projects
Excellent written and oral communication
Excellent analytical skills for problem solving and solution development
Excellent mentoring skills to assure departmental staff succeed at their jobs
Ability to incorporate new technologies for department efficiency
Ability to maintain confidentiality
Ability to work in fast-paced office environment
Ability to collaborate across different levels of leadership
Directly oversees 9+ employees
Indirect patient contact when facilitating department-related services.
MINIMUM JOB QUALIFICATIONS:
Bachelor's degree in Business Administration or related field
5 years of related experience with progressively responsible management and supervisory duties
Experience with creating and monitoring departmental budgets
Experience using PeopleSoft, CCure 9000 Security Access System Software, Aware Work Order Software and iParc Parking Software or similar suite of applications
Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.
Internal Number: 2020-20652
About Dana-Farber Cancer Institute
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to under-served members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.