Assistant Director Facilities Operations

Thomas Jefferson University & Jefferson Health
paid time off
United States, Pennsylvania, Philadelphia
Aug 06, 2025
Job Details The Associate Director is responsible for Facilities Management - Operations & Maintenance. This includes managing facility space up to 2 million square feet (including hospital and academic), operating expense budget up to $15,000,000 (including utilities), and employees (direct and indirect) up to 40. Responsibility includes tactical plant operations and maintenance. Directs, plans, coordinates and is administratively and professionally responsible for the proper operation and maintenance of uninterrupted light, heat, cooling, power, water, and monitoring systems of all Hospital/University buildings and services. Ensures the Hospital/University facilities overall condition and appearance are maintained professionally. The Associate Director has fiscal responsibility for development and management of operating budgets and deferred maintenance capital for all departments and costs associated with in his/her areas of responsibility. Manages schedules, budgets (operating expense and provides direction for capital) and ensures quality control for departmental responsibilities. Has overall administrative and professional responsibility for the safe and efficient function and operation of all Hospital/University buildings, equipment, systems and grounds. Manages the interaction between the institution and the various outside regulatory agencies providing oversight to the institutions activities (TJC, PA Dept. of Health, City L&I, AAALAC, etc.). Supports Enterprise campuses and Regional responsibilities, as needed. Job Description Develops and demonstrates a working understanding of client needs (patients/clinical units/research, etc.) as well as organizational risk. Uses this knowledge to drive continuing compliance, service level improvement, added value to client environment and satisfaction, minimized business impact of operational interruptions, and financial responsibility for requested service levels. Requires the ability to manage multiple priorities and adjust as these needs change. Establish and maintains direct working relationships with key departmental representatives, area managers and staff as the leader of the team responsible and accountable for Facilities Performance and Customer Service. Provides direct support to the hospital and university through close interaction with Administration and Facilities Services staff. Conducts regular evaluations of clinical areas, research labs, educational and support departments to ensure that client needs are met. Monitors overall condition of all buildings related to academic, healthcare and research missions of the institution including all systems, equipment and grounds for safety and efficiency. Monitors and maintains compliance with state and local codes, TJC compliance and insurance compliance, and through periodic and documented inspections. Works in support of the next level of management and all Facilities staff, ensuring compliance with all requirements of regulatory agencies including continuous readiness for TJC, PADOH, AAALAC and all other regulatory site visits. Meets with appropriate state, local, and all other survey and inspection personnel referred by Administration to review surveys and corrective responses. Reports to the Director, Sr. Vice President for Facilities and Campus Planning and Associate Vice President for Facilities Design and Construction on presence and results of all such inspections and surveys with any requirements or recommendations for corrective action. Working with the Director, Sr. Vice President for Facilities and Campus Planning, AVP of Facilities Design and Construction, participates in the planning of future development of physical facilities and systems. Developing, reviewing and recommending approval of plans for equipment and systems retrofit, repair replacement or additions to be carried out by institutional personnel and/or outside contractors. Responsible for readiness, functioning and maintenance of all hospital/university life safety systems (fire alarms, sprinkler systems, emergency generators, etc.). Delegating routine repair and maintenance of systems to Managers/Supervisors and contracting for periodic inspection and special maintenance of detection and control systems. Optimizes the use of the Work Order / Preventive Maintenance system to meeting the need of the institution to provide a meaningful management tool for all levels of FM management as well as efficiently schedule and distribute the workload. In addition, it must connect with the end user providing a user friendly means to report problems or needs and provide status feedback throughout the process. Use of the system reports for Hospital and University clients to provide feedback from which actions can be taken to improve outcomes both within and outside of the FM department. Responsible for Human Resource related issues of direct and indirect staff including employment, termination, suspension, training, grievances and promotions. Developing work schedules and assignments for his / her personnel. For union locations, supports the negotiation, application and management of the collective bargaining agreement between Jefferson and the Union. Demonstrates commitment to our core values of excellence and innovation, integrity and respect, teamwork and communication. Working with the Facilities Administration staff, participates in the planning of future development of physical facilities and systems. Developing, reviewing and recommending approval of plans for equipment and systems retrofit, repair replacement or additions to be carried out by institutional personnel and/or outside contractors. Supports and optimizes the use of the Work Order / Preventive Maintenance system to meeting the need of the institution to provide a meaningful management tool for all levels of FM management as well as efficiently schedule and distribute the workload. In addition, it must connect with the end user providing a user friendly means to report problems or needs and provide status feedback throughout the process. Use of the system reports for clients to provide feedback from which actions can be taken to improve outcomes both within and outside of the FM department. Responsible for Human Resource related issues of direct and indirect staff including employment, termination, suspension, training, grievances and promotions. Developing work schedules and assignments for his / her personnel. Assumes a leadership role in safety and the prevention of injury. Understands emergency procedures and demonstrates appropriate response. Involves staff in the identification of system issues and development of corrective actions. Educates, involves and supports staff in error/event reporting. Problem identification, problem resolution, and compliance with all licensing/regulatory bodies, as applicable. Supports and participates in the Corp on-call rotation. POSITIONS, SUPERVISED OR DIRECTED (TITLES AND APPROXIMATE NUMBERS): Up to 8 direct management reports, Up to 1 layers of management below and up to 40 employees (direct and indirect) ________________________________________________________________________ INTERNAL/EXTERNAL CONTACTS: _________________________________________________________________________ EDUCATIONAL/TRAINING REQUIREMENTS: Bachelor's degree in related field preferred. (Equivalent experience shall be taken into account rather than degree) Professional engineering license is preferred. Shall have one professional association with ASHE, NFPA, APPA, IEEE or similar industry. Formal management training is preferred. _________________________________________________________________________ CERTIFICATES, LICENSES, AND REGISTRATION: PE, Certified Professional Energy Manager (PEM) , APPA Certified Educational Facilities Professional (CEFP). and/or ASHE (CHFM), One certification or license is preferred. Certification is required within two years of hire. _________________________________________________________________________ EXPERIENCE REQUIREMENTS: 5-10 years of experience in Healthcare Facilities Management (equivalent role to job description). ________________________________________________________________________ Work Shift Workday Day (United States of America) Worker Sub Type Regular Primary Location Address 5501 Old York Road, Philadelphia, Pennsylvania, United States of America Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years. Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status. Benefits At Jefferson, we offer a comprehensive total rewards package designed to support the health and well-being of our colleagues and their families. It includes a wide range of benefits including competitive pay, health and retirement benefits, life and disability insurance, paid time off, educational benefits, financial and mental health resources and much more. Our diverse benefits offerings ensure you have the coverage and access to services you need to thrive both personally and professionally.