Manager Business Operations - Facilities Infrastructure and Maintenance

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary

The Manager, Business Operations is responsible for leading the overall business-related administration for the Facilities Infrastructure and Maintenance departments including: facilities management, biomedical engineering, energy and utilities, sustainability, and facilities compliance. This position will manage operational budgeting, contract management; management of key documents; assessing, developing and implementing processes to improve business practices throughout the departments; lead process improvement efforts in the departments to include project planning and execution; and other administrative and operational duties as required.

• Monthly reconciliation of projects between eBuilder and PeopleSoft ERP.
• Capital Expenditure Authorization (CEA) workflow in support of the Manager Business Operations.
• Support PACs in review of payment application (Major Projects).
• Change order requests.
• Manage processes and workflow for invoices, construction contracts, consultant contracts, vendors and miscellaneous Purchase Orders (PO).
• Manage PAC review, logging, and reporting on subcontractor notices and releases
• Manage PAC review, processing, and reporting on payment processing time
• Address financial issues raised up from PM's and Directors.
• Work with Senior Systems Specialist to ensure eBuilder work flow are optimized.
• Generate project metrics / KPI on all of the above

• Review and confirm contract types are aligned to scope of work
• Assist in review of contract modification requests - functions as clearing house between legal and risk management
• Advise PMs in preparing RFQs, RFPs, and contracts.
• Supervises CAs in processing contracts
• Assists CAs in resolving contract issues
• Manage Contract Admins review, processing, and reporting on contract processing time
• Manage contract expiration and renewal process - close out process when contract has expired
• Manage COI expiration and renewal process - close out process when contract has expired
• Generate project metrics / KPI on all of the above

• Assists in development and roll-out plan for additional e-Builder controls and processes
• Collaborate with Director of Construction to update and refine the Project Manager Manual
• Work with supporting departments on processes such as purchasing, accounts payable, cash disbursement (checks), etc.
• Reviews and monitors payments, contract processing, contract conformance, timeliness with contractor, consultant and vendor representatives
• Manages Audits of contractors, consultants and vendors
• Develop standardized departmental filing system.

• Contract management; project accounting; management of key documents; assessing, developing and implementing processes to improve business practices throughout the department; lead process improvement efforts in the department to include project planning and execution; and other administrative and operational duties as required.
• The Manager provides leadership and guidance to the Project Account Coordinators (PAC), Contract Administrators (CA) and Sr. Systems Specialist ensuring timely and accurate support of the Project Managers (PM).
• When required by workload demands, assist the PACs and CAs in actual processing of work in progress
• Works in conjunction with the department Executive Directors, Directors, Sr. Project Manager, Project Managers and planning leadership for contracts and/or budget discrepancies

• The Manager will work with City of Hope leadership, including peer contact with the Finance, Legal, Enterprise Program Management, Audit and other Departments, and ensure all department contracts are managed and processed from initiation to completion adhering to City of Hope's policies and procedures
• Be seen as department liaison with the above department
• Manages business office staff and administers performance evaluations. Develops performance improvement strategies; provides training and refers employees to Human Resources as appropriate
• Continuously Improves processes and policies of the business division. Develops and implements new procedures for contract management administration in compliance with company policies and Project Manager Manual.
• Oversees technology systems including eBuilder and other systems. Develop appropriate reports to further the department's effectiveness. Optimizes capabilities of these tools.
• Maintain the departments dashboard including formulating and tracking appropriate metrics to track FDC performance trends.

• Bachelor's Degree in a related field. Significant, relevant experience may substitute.
• 6-10 years work experience in the construction industry; could be with a general contractor, owner-side facility construction department or architect and engineering firm. Skillset aligned with project and financial management of large-scale construction programs. Knowledge and familiarity with contracting; AIA or otherwise. The candidate will have knowledge and familiarity with construction payment processes; subcontract liens and releases, financial work flows and accounting.
• Three (1) plus year of supervisory related experience.
• Construction finance experience is not required but is a plus.
• Demonstrated proficiency in creating and managing spreadsheets and/or databases. Working knowledge of Excel pivot tables.
• Required: Windows, Excel (including pivot tables), Word, PowerPoint, Microsoft Project.
• Preferred: Tableau, ERP, and eBuilder.

• To protect the health of patients and staff and to comply with new State of California mandates, City of Hope staff are required to show proof of full vaccination prior to hire date. Compliance is a condition of employment.

• Posting Date: Dec 3, 2021
• Job Field: Support Services
• Employee Status: Regular
• Shift: Day Job