Vice President, Administrative Services

To protect the health and well-being of our members, employees and community, CareOregon requires all employees to be fully vaccinated against COVID-19 or have an approved medical or religious exception as a qualification of employment.

Candidates who receive an offer of employment by CareOregon, must provide proof of COVID-19 vaccination or submit a medical or religious exception request, which will be evaluated in accordance with CareOregon’s standard accommodation process.

Job Title

Vice President, Administrative Services

Exemption Status

Exempt

Department

Operations Administration

Manager Title

Chief Operations Officer

Direct Reports

Enterprise Resilience and Facilities Teams

Requisition #

22124

Job Summary
This position is responsible for leading enterprise resilience, supportive housing projects, and facilities capital planning and administration for the organization. Facilities administration includes oversight and coordination of leased properties, security operations and ancillary services. Primary duties include strategic planning and operational effectiveness, as well as development and oversight of internal and external resources, relationships, and teams. This position actively and regularly participates in organizational strategic planning and collaboration.

Essential Responsibilities
Technical/Strategic Leadership

Defines and leads strategy for enterprise resilience, capital planning, supportive housing, and facilities administration.
Provides strategic leadership, project management, and consultation on real estate transactions and projects such as workforce and transitional supportive housing programs.
Identifies and manages revenue opportunities/sources such as grants, bonds, and other funding sources for supportive housing projects.
Manages holding companies/LLCs for real estate assets.
Oversees complex contracts, budgets, and schedules for all required steps in land development and renovation projects, including contractor procurement, selection, and price negotiation processes.
Provides assistance and consultation to CareOregon and regional CCOs, internal and external stakeholders, and community partners on land development, real estate purchase, and housing-related proposals and transactions.
Oversees the enterprise disaster preparedness and business continuity plan.
Leads the enterprise facilities strategic plan, modernization, and operations.
Identifies process improvement opportunities and solutions; oversees implementation.
Ensures compliance with federal and state regulatory and contractual requirements.
Ensures documented policies and procedures are established and maintained to ensure accurate, efficient, and compliant operations.
Ensures effective sourcing and use of vendor contracted services; leads team in identifying, establishing, and managing vendors; negotiates contracts as needed.
Instills work culture of continuous process improvement, innovation, and quality.
Strategic Planning

Leads the development of vision and goals for areas of oversight.
Defines operational structure for areas of oversight and approves policies.
Participates in the strategic planning process for the organization.
Maintains an enterprise view while establishing business unit priorities.
Financial/Resource Management

Develops capital and operating budgets in alignment with strategic planning.
Oversees coordination and implementation of supplier diversity initiatives.
Ensures teams have sufficient resources to perform their work.
Ensures budgets are monitored and managed effectively across areas of oversight.
Approves resource allocations within budget, including people, finances, and timelines.
Relationship Management

Ensures strategic messages are regularly and effectively relayed to management team and staff; promotes transparency.
Works collaboratively across lines of business and with functional departments including finance, procurement, legal and others on facilities, real estate, and leasing transactions
Collaborates with leaders across the organization in identifying integrated improvement strategies and ensuring meaningful integration.
Represents the organization in external meetings and functions as required providing leadership presence, subject matter expertise, and effectiveness.
Employee Supervision

Directs team(s) and establishes team direction and goals in alignment with the organizational mission, vision, and values.
Identifies work and staffing models; recruits, hires, and oversees a team to meet work needs, using an equity, diversity, and inclusion lens.
Identifies department priorities; ensures employees have information and resources to meet job expectations.
Leads the development, communication, and oversight of team and individual goals; ensures goals, expectations, and standards are clearly understood by staff.
Manages, coaches, motivates, and guides employees; promotes employee development.
Incorporates guidance from CareOregon equity tools into people leadership, planning, operations, evaluation, budgeting, resource allocation, and decision making.
Ensures team adheres to department and organizational standards, policies, and procedures.
Evaluates employee performance and provides regular feedback to support success; recognizes strong performance and addresses performance gaps and accountability (corrective action).
Performs supervisory tasks in collaboration with Human Resources as needed.

Organizational Responsibilities
Perform work in alignment with the organization’s mission, vision and values.
Support the organization’s commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.
Strive to meet annual business goals in support of the organization’s strategic goals.
Adhere to the organization’s policies, procedures and other relevant compliance needs.
Perform other duties as needed.

Experience and/or Education

Required

Minimum 10 years’ related experience, including at least 8 years’ experience in facilities capital planning projects, O&M, and budgets administration
Minimum 5 years’ experience in a supervisory position.
Minimum 1 year experience with supportive housing programs development or administration
Preferred

Experience with health care, supportive housing, and/or clinical facilities development, renovation, and operations
Experience with commercial real estate/land development projects from conception through assessment, design, construction, and operations
Experience or formal training applying project management principles and tools to capital projects
Experience with or knowledge of enterprise resilience and recovery principles and processes
PMP or other project management certification

Knowledge, Skills and Abilities Required
Knowledge

Knowledgeable in renewable energy facilities upgrades, reducing or mitigating greenhouse gas emissions, and net-zero energy projects
Skills and Abilities

Ability to coordinate architects, general contractors, site assessment, inspections, and permitting work for construction and property renovation projects
Skills in facilitation, negotiation, and management of lease agreements, property sales, and land and real estate acquisition transactions
Skilled in sourcing, negotiating, and managing construction and facilities contracts, including schedule and cost controls for contracted work
Ability to innovate operational processes and solutions
Ability to develop and lead high performing teams, including hiring, goal setting, coaching, performance management, and development
Ability to effectively convey organizational mission, vision, and goals ensuring integration into strategic plans and initiatives
Strong verbal and written communications
Excellent leadership and facilitation skills; collaborative management style that facilitates working with leaders at all levels of the organization
Skilled in how to confidently diffuse difficult situations and expertly resolve high exposure complaints
Ability to work in an environment with diverse individuals and groups
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 hear for at least 6 hours/day
Ability to speak clearly and perform repetitive finger and wrist movement 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.

Candidates of color are strongly encouraged to apply. CareOregon is committed to building a linguistically and culturally diverse and inclusive work environment

Veterans are strongly encouraged to apply.

Equal opportunity employer. This company considers all candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Position Description »