Director of Space Planning and Management

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Located in the heart of Silicon Valley, Stanford Health Care's mission is to heal humanity through science and compassion, one patient at a time. The Facilities Services & Planning ("FS&P") division plays a key role in helping Stanford Health Care accomplish this mission. With a fast-paced, tech-savvy and lean culture that focuses on goals, metrics and continuous improvement, FS&P provides non-clinical operational support to Stanford Health Care and other Stanford Medicine entities to ensure safe and successful non-clinical operations 24/7 and plan for the organization's future facility needs.

The Space Management team administers and provides centralized space management services to all departments within the Stanford Healthcare enterprise including state of the art hospitals, clinics and administrative buildings across the region. Space Management is responsible for space optimization, space moves, expansions, scalability, structure, governance, and business tools that help leverage the ever-increasing size of the organization and support delivery of world class clinical services. In addition, Space Management leads several program initiatives, strategic planning, and long-range plans for the future of Stanford Health Care.

The ideal candidate will be a "hands-on" leader with the ability to lead a dynamic, diverse, tech-savvy and agile team, and will be skillful at interacting with the leaders, faculty and staff in a responsive, diplomatic, patient, and collaborative manner, while continuing to understand how to balance the priorities of the various functions of the unit.

The Director will report to the Administrative Director - Space Management and lead a team of 5+ Space Managers, Project Coordinators, to oversee and collaborate on several high-profile and significant projects including 300P Renewal, Redwood City - Medical Office Building, Strategic Initiatives and Lab Master Plans.

If you are interested in joining a nationally recognized health care system that was recently recognized as one of the top ten hospitals by U.S. News, home to numerous Nobel Prize winners, and being part of a cohesive team, please read the job description below and apply online.

This is a Stanford Health Care job.

A Brief Overview
Responsible for day-to-day management of multiple SHC projects ensuring each project remains on scope, on schedule and within budget. Responsible for the various phases of the project including operational readiness, business continuity and operational planning and activation efforts related to the projects prior to first patient day including the space planning team consisting of licensing, fit-up, workflows, and education and training.

Leads Space Management project team members assigned to complex projects and facilities within Stanford Health Care's portfolio. Director provides guidance to the project teams, including the project management and operational teams focused on delivering business continuity, effective communications and operational gains through facilitation, evaluation and decision-making processes across the operational areas, related to detailed design, FF&E validation, and workflow development to be implemented in the new facilities. Represents Space Management to multidisciplinary teams of physicians, SHC leadership and staff through the discovery, change, and implementation efforts needed to realize the desired level of operational functionality upon opening of the new facilities.

Partner with SHC executive leadership, School of Medicine faculty, operational leaders and change managers, design/construction and facilities services management teams to ensure that resources are acquired, leveraged, and managed effectively to meet the goals of the organization. The Director functions as a change agents, facilitator, consultant, coach, and leader to support the Space Management team.
This position is part of the leadership team within Space Management related to operational readiness and reports to the Administrative Director of Space Management.

Stanford Health Care

What you will do
  • Leadership:
  • Directs and is accountable for the performance of the project team assigned to the multifaceted projects, encompassing multiple projects geared toward effective planning and decision-making to enable successful activation, occupancy and operations within the new facility and between the new and existing buildings.
  • Leads the creation and execution of action plans required to successfully open the new buildings based on SHC Senior Leader priorities and internal SHC space, aesthetic and service standards, scope, schedules, and budgets.
  • Partners with other Stanford Health Care departments to support ongoing improvement of the patient experience by collaborating with operational leadership to identify and lead opportunities for improvement in the SHC patient and employee experience, specifically as related to new building design, space planning, programming and usage.
  • Supports Administrative Director, -Space Management with specific tasks relating to integration and interdependency of Master Planning, Ongoing Space Management, repurposing of 300P, ambulatory sites and other spaces and buildings including 500P.
  • Provides support to project user groups across multi-disciplinary teams in the execution of their duties and responsibilities.
  • Provides backup support for key personnel during their absences. Does have on-call responsibilities for operational issues.
  • Relationship Management:
  • Manages the change processes in working with SHC leadership, operations redesign workgroups, and team members. Collaborates with SHC leadership at multiple organizational levels in planning for the preparation and orderly space planning activities relating to the activation and occupancy of the new buildings and/or services.
  • Serves as the primary communication link between operational workgroups and SHC leadership regarding change drivers that should and can be implemented as part of the new build or relocation and/or within existing operations.
  • Collaborates with operational leadership to build awareness of SHC patient experience results and integrate program concepts throughout other organizational endeavors to achieve the SHC patient and employee experience goals.
  • Communicates and manages customer expectations.
  • Project Management & Financial Acumen:
  • Leads operational workgroup infrastructure in estimating, sequencing and managing planning resources, providing support and facilitating initiatives identified in workgroups, and managing successful development of project deliverables.
  • Supports planning and provides oversight to implementation of the varied projects related the SHC Master Space Plan (under development).
  • Supports delivery of cost-effective projects within project scope, by monitoring appropriate project milestone metrics, facilitating decision-making and adjusting plans accordingly.
  • Oversees product/service delivery strategy and work plans.
  • Assists the Administrative Director with the development of the capital plan, capital budget, and the facilities and equipment budgets.
  • Appropriately manages consultants and contractors to project plans and timelines.
  • Standards, Guidelines & Technical:
  • Oversees documentation of project outcomes, decisions and deliberative processes and shares knowledge with other performance, quality, process improvement, and operational teams.
  • Analyzes and documents, processes, procedures, and outcomes to seek continuous improvement of departmental functions because of facility related changes.
  • Manages projects using the project management tools, standard work, processes and applications.
  • Administers and ensures compliance with policies and decisions for space allocation and utilization.
  • Ensures existing processes maintain a high level of performance while continuously reviewing and refine those processes to make additional improvements.
  • Implements quality control measures to ensure project compliance with department, hospital and university policies, government codes and regulations; ensures project compliance with Joint Commission, CCS, OSPHD standards.
  • Represents Space Management regarding technology applications including infrastructure planning & execution.

Education Qualifications
  • Bachelor's degree in a work-related discipline/field from an accredited college or university.
  • Master's degree preferred.

Experience Qualifications
  • Seven (7) plus years of progressively responsible and directly related work experience.
  • Health care experience required.

Required Knowledge, Skills and Abilities
  • Demonstrated experience in transition planning and activation of projects, with the ability to coordinate and facilitate in a healthcare facility.
  • Ability to act as both a thought leader and operational expert around operational redesign related to facility activation and occupancy.
  • Ability to work independently and be held responsible for the deliverables related to transition planning and activation of assigned projects.
  • Ability to understand customer input in facility related analysis and design; identify root causes and un/intended effects of changes; identify issues, problems, escalations and solutions that are not obvious to others; manage processes that are simple, effective and easy to execute.
  • Ability to understand customer (patient and staff) work flow processes and can identify improvements; provide project organization based upon customer needs and the appropriateness of facility functionality and design; exhibit strong interview techniques to gather customer specific information for use in the operational redesign, planning and activation occupancy processes.
  • Ability to create financial, resource, and facility plans appropriate to the scope and urgency of the project; recognize colleagues with appropriate skill sets and develop teams per project needs; monitor project progress at established milestones and reports internally and externally; manage project scope and adjust plan accordingly; establish processes for managing, tracking and communicating project risks, scope creep and escalations.
  • Ability to establish and meet goals, support and facilitate the work of others, and manage multiple projects/requests simultaneously with minimal direction.
  • Communicates and persuades effectively with executive and broad, front line audiences through storytelling, data visualization and analytics.
  • Excellent team facilitation, written and verbal communication skills.
  • Excellent analytical and organizational skills.
  • Ability to collaborate effectively with a multidisciplinary team.
  • Ability to make effective presentations to executive management, including physicians and consultants.
  • Ability to influence effectively in a matrix structure.
  • Ability to develop managers and staff.
  • Ability to manage, coach, mentor, train, and evaluate work results.
  • Ability to quickly learn new tools and theories in operations redesign, process improvement/change management.
  • Knowledge of key processes and patient flow issues impacting the provision of health care and the role of facilities in supporting clinical and business objectives.
  • Knowledge of Lean, JIT, Six Sigma and Flow Manufacturing techniques.

Licenses and Certifications
  • None

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:

  • Know Me: Anticipate my needs and status to deliver effective care
  • Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health
  • Coordinate for Me: Own the complexity of my care through coordination

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.