The Program Manager, General Services is responsible for assisting the department manager in overseeing all department services, including the mail service, security systems, and interior and exterior landscaping. The Program Manager also manages the day-to-day operations of the DFCI Parking and Transportation Program and oversees the General Services front office and other complex department projects that require management and coordination due to the complexities of providing service to a growing real estate portfolio and a broadening clinical affiliations network. The Program Manager will also be tasked in supporting the Facilities Management & Real Estate (FMRE) Director of Business & Real Estate Services by providing monthly and quarterly budget variance reports (which include Institute Operations and FMRE) and ad hoc financial analysis. This role will manage projects independently by establishing the projects goals, setting timelines and meeting critical deadlines, creating communications and training materials, implementing projects from initiation to completion, creating procedures and policies relating to the projects and training front desk and department coordinators to execute and streamline the new procedures for a more efficient workflow. In conjunction with other key department managers and directors, LMA colleagues, service providers, and distributed campus building/property managers, this position participates in the cross-functional initiatives to improve operations, increase revenue and ensure that the most efficient processes are in place to serve DFCI employees and others who utilize the department’s services (patients, consultants, contractors, volunteers, vendors and trustees). 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. - Has mastery of the day-to-day operations of the DFCI Parking and Transportation Program in order to resolve issues and advise General Services staff on proper procedures
- Develops, manages, implements, and evaluates special department projects independently by establishing the projects goals, setting timelines and meeting critical deadlines, creating communications and training materials, implementing projects from initiation to completion, creating procedures and policies relating to the projects and training front desk and department coordinators to execute and streamline the new procedures for a more efficient workflow.
- Manages projects for General Services and Parking and Transportation programs to develop and rollout new technologies and system enhancements, such as a new work order system for General Services, an online payment portal for General Services fees such as adding funds to parking cards, lost fees for ID badges, keys, and parking cards, PeopleSoft enhancements for parking & transportation related projects
- Trains two front desk customer service representatives who assist all Institute staff, patients, consultants, contractors, volunteers, vendors, and trustees who utilize the department’s services and sets guidelines for customer service staff.
- Prepares monthly and quarterly financial reports related to Institute Operations and FMRE for the FMRE Director of Business & Real Estate Services
- Manages event logistics for meetings and departmental retreats at two off-site building locations
- Serves as the DFCI Employee Transportation Advisor and member of the MASCO Commuter Services Committee
- Develops and conducts the CommuteWorks presentation at New Employee Orientation
- Organizes and participates in employee orientations, benefits fairs, and information tables to promote and administer General Services programs
- Performs routine audits and reconciliations with Payroll, General Accounting, vendors, and the parking software system to ensure maximum revenue
- DFCI Online Editor for Parking and Transportation pages, redesigning and editing web pages to streamline information in order to be more user friendly
- Prepares and submits department reports as needed; develops surveys and assists with research and preparation of documents required by regulatory agencies, such as the annual Department of Environmental Protection Rideshare report.
- Makes recommendations to General Services Manager and FMRE Director of Business & Real Estate Services on department and financial matters
- Supports other department staff as needed, contributing to a team environment
ADDITIONAL KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: - Work independently as well as collaborate with other department managers and directors to execute projects
- Must be proactive, capable of initiating action and following through
- Excellent organizational skills and ability to handle multiple projects and recurring work while setting priorities and meeting deadlines
- Excellent analytical skills for problem solving and solution development
- Demonstrated ability to produce reports, correspondence and marketing materials related to General Services programs and projects
- Demonstrated supervisory skills, excellent customer service skills, and project management experience required
- Excellent written and verbal communication skills required
- Excellent computer skills, including proficiency in Microsoft Word, Excel, PowerPoint, Access and Outlook; experience with use of Unity PeopleSoft, Amano iParc Parking Software, Aware Work Order Software, MPC, and Ccure 9000 Security Access System Software or similar suite of applications
- Ability to work in fast-paced office environment
- Must be able to maintain confidentiality
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. |
