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Day - 08 Hour (United States of America)

This is a Stanford Health Care job.

Position Title: Program Manager, Design Records and Archive

Department: Planning, Design + Construction

Reports To: Sr. Director, Project and Construction Management

Job Summary:

The Design Records and Archive manager plays a pivotal role in overseeing the strategic planning, development, and management of facility information for Planning, Design + Construction (PD+C) at Stanford Medicine. PD+C is a shared service to Stanford Childrens Health, Stanford Health Care, and their subsidiaries.

This position involves collaborating with various departments to ensure accurate and up-to-date spatial data, maps, and records are efficiently managed, supporting the successful execution of capital construction projects and facility management within the healthcare network.

This Program Manager role requires a strong background in GIS, recordkeeping, and project management. Effective communication, analytical skills, and the ability to work across multiple sites are essential for success in this position.

Strategic Planning:

Develop and implement a strategic plan for the Maps and Records Program, focusing on the unique needs of documenting capital construction projects within the healthcare network.

Stay informed about advancements in mapping tools, GIS software, and technologies relevant to capital construction projects, including tools such as AutoCAD, Revit, BIM, Archibus, PlanGrid Spaceview, etc.

Integrate and leverage these technologies to optimize the mapping and records management processes for construction initiatives.

Spatial Data Management:

Collaborate with project teams to integrate spatial data into construction planning, design, and facility management.

Effectively maintain and communicate GIS-related information and provide updates to relevant stakeholders.

Collaborate with cross-functional teams to ensure alignment with overall project goals.

Records Management:

Establish and maintain a comprehensive records management system for capital construction projects, ensuring compliance with relevant regulations and standards.

Implement protocols for the storage, retrieval, and secure handling of construction-related documents.

Training and Support:

Maintain thorough documentation of processes, standards, and procedures.

Assist in training materials and provide guidance to project delivery teams on best practices.

Foster a culture of proficiency and awareness in spatial data and records management.

Quality Assurance:

Establish and implement quality assurance processes to ensure the accuracy, completeness, and integrity of spatial data and records related to capital construction projects.

Conduct regular audits and assessments to identify areas of success and areas for improvement.

Prepare and present regular reports to department and stakeholder leadership highlighting achievements, challenges, and providing strategic recommendations for continuous improvement.

Compliance:

Ensure compliance with relevant regulations, data protection laws, and industry standards.

Collaborate with legal and compliance teams to address emerging requirements.

Budget Management:

Assist in the development and management of budgets related to program activities.

Optimize resource allocation to ensure efficient and cost-effective operations.

Supervision:

Provide effective leadership to a team of professionals and support staff responsible for records management activities throughout the capital construction and facility management lifecycles.

Foster collaboration and efficiency within the team.

Qualifications:

Bachelor's or Master's degree in GIS, computer science, information systems management, architecture, engineering, or related field. 10 years of relevant progressive work history is preferred.

Proven experience in spatial data management and records management within a large network. Preferably working for a municipality, or university.

Strong leadership and organizational skills.

Excellent communication and collaboration abilities.

Expert knowledge of AutoCAD, Revit, Archibus, PlanGrid, with the ability to leverage these tools effectively in construction project management and records management processes.

A Brief Overview

Leads a variety of functional and cross-functional improvement programs by defining the intent of programs, overseeing the development of program goals, deliverables and tracking/reporting to ensure project goals are met.

Locations

Stanford Health Care

What you will do

• Provides program leadership for assigned functional and cross-functional program improvement efforts.

• Manages, assesses, and documents program improvement efforts and scope using standard A3 template.

• Defines project scope, goals and deliverables that support business goals in collaboration with the management and other stakeholders.

• Implements quality control measures to ensure project and participant compliance with department, hospital and University policies, and government codes and regulations.

• Coordinates and participates in staff training and competency assessments for program equipment, supplies, and techniques. Develops unit programs, roles/responsibilities, and program algorithms as appropriate.

• In conjunction with other departments/contacts, reviews reports related to participant performance, and provides additional coaching and/or training, as needed.

• Tracks advances in equipment technology, makes recommendations for additional or replacement equipment; coordinates equipment trials.

• Conducts rounds to all patient care areas for consultation, coaching, promotion of program goals and a safe environment. Coordinates training and implementation of program strategies.

• Works with program champions, vendors associated with the program and related hospital departments to develop and distribute publicity materials for program.

• Works collaboratively with organizational stakeholders such as the Department of Nursing, Occupational Health, Rehabilitation Services, Patient Transport, Security Services and other departments to ensure the consistent application of program practices across all groups.

• Serves as a member of program committee, and reports results to Senior Leadership, following appropriate communication channels, and attends unit-based meetings to address program issues.

• In conjunction with relevant hospital departments, maintains data related to program implementation and injuries, including injury expense reduction. Maintains quarterly dashboard of outcome/process metrics.

• Coordinates all interdisciplinary communication efforts regarding program, including paper forms and patient handouts.

• Manages program design and structure to align with organizations’ key initiatives and projects within the assigned group, develops strategic input for the Director regarding business objectives of clients for both current and future projects.

• Partners with Operations Manager(s) to identify and develop the leadership needs and internal capacity of the department and facilitates strategic changes in project scope or assignment across the team.

• Coaches and mentor’s department staff through change processes and cycles of continuous improvement.

• Works with various departments and physician groups, develops relationships with key stakeholders, and understands their departmental workflows.

• Prepares and maintains accurate, coherent, timely and auditable project records and cost estimates, as applicable, within department guidelines.

• Specifically for Facilities Services & Planning employees: This position may require on-call availability during non-standard hours, including nights, weekends, and holidays, to meet business needs and respond to emergencies as necessary. The employee may receive additional compensation if assigned as part of the Facilities Services & Planning (FS&P) Leader on Call Program.

Education Qualifications

• Bachelor's degree in work-related discipline/field from an accredited college or university.

Experience Qualifications

• Two (2) to three (3) years of progressively responsible and directly related work experience.

Required Knowledge, Skills and Abilities

• Demonstrated ability to act as a thought leader and operational expert for assigned areas.

• Ability to communicate effectively at all organizational levels and in situations requiring instructing, persuading, negotiating, conflict resolution, consulting and advising.

• Demonstrated experience developing effective written communications, reports and summaries.

• Ability to establish and maintain effective relationships with widely diverse groups, including individuals at all levels both within and outside the organization and gain their cooperation.

• Ability to plan, organize, motivate, mentor, direct and evaluate the work of others.

• Ability to influence others.

• Ability to resolve conflicts and/or negotiate with others to achieve positive results; establish and maintain effective interpersonal relationships.

• Knowledge of Lean, JIT, Six Sigma and/or Agile/Scrum techniques.

• Knowledge of Microsoft Word, Excel, PowerPoint, Visio, Access, Project and Outlook.

• Knowledge of principles of business and management strategic planning, leadership development, and education techniques.

Licenses and Certifications

• PMP - Project Mgmt Professional preferred .

These principles apply to ALL employees:

SHC Commitment to Providing an Exceptional Patient & Family Experience

Stanford Health Care sets a high standard for delivering value and an exceptional experience for our patients and families. Candidates for employment and existing employees must adopt and execute C-I-CARE standards for all of patients, families and towards each other. C-I-CARE is the foundation of Stanford’s patient-experience and represents a framework for patient-centered interactions. Simply put, we do what it takes to enable and empower patients and families to focus on health, healing and recovery.

You will do this by executing against our three experience pillars, from the patient and family’s perspective:

Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.

Base Pay Scale: Generally starting at $62.69 - $83.07 per hour

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. This pay scale is not a promise of a particular wage.

At Stanford Health Care, we seek to provide patients with the very best in diagnosis and treatment, with outstanding quality, compassion and coordination. With an unmatched track record of scientific discovery, technological innovation and translational medicine, Stanford Medicine physicians are pioneering leading edge therapies today that will change the way health care is delivered tomorrow.

As part of our spirit of discovery, we also leverage our deep relationships with luminary Silicon Valley companies to develop new ways to deliver preeminent patient care.

Learn about our awards (https://stanfordhealthcare.org/about-us/awards.html) and significant events (https://stanfordhealthcare.org/about-us/our-history.html) .