Activation Manager - Healthcare (Denver, CO)

Job DetailsSalary Range: $100,000.00 - $120,000.00 Salary/year

Position Summary:

Must live in or near Denver, CO.

The Activation Manager manages all aspects of medical equipment deployment and building activation for FF&E. This role can be in an assistance or lead capacity depending on project size and complexity. Responsible for the preparation / maintenance of project schedules and other documentation. Creates / Maintains master plans that include timelines, required resources, the order of needed tasks, and the responsibilities of each activation project team member to ensure successful project completion.

Functional Responsibilities:

Achieving greater than 85% of time billable with minimal non-billable hours in any given month
Negotiate, accurately record, and track project hours per the project forecasted plan
Track budget for client funded Facility Activation Activities throughout the project scope of work
Understands and maintain the value in client relationships, internally and externally
Proactively lead and manage client expectations, use conflict resolution techniques when applicable, and provide solutions to keep the client moving forward – no roadblocks
Facilitate decisions so they are made timely in accordance with the project schedule
Follow HBS established processes related to CA and Activation planning activities
Participate in CA and Activation Planning vendor presentations, and vendor site visits
Incorporate client standards, clinical preferences and operational demands into the project
Ensure equipment for mock-up rooms, vendor presentations and equipment demonstrations are timely and complete
Ensure clean and informed transition of the project into other progression phases
Ensure all tasks for Project Closeout are completed
Deliver a successful project to the client with positive outcomes and relationships
Grow positive client relationships by delivering superior services leading to operational sales opportunities and/or converting contracts to additional work without competition
Attend on-site, off-site, remote and/or virtual meetings during all phases of the project
Participate if requested in existing equipment inventory. Conduct same if necessary
Distribute and manage category responsibilities to the internal project team
Distribute and implement FF&E Responsibility Matrix to external project team
Conduct plan reviews in a timely, accurate manner to deconflict for quality control purposes and to get familiarized with the project
Maintain a professional customer interface and client relations while interacting with facility leadership, clinical staff and project team members to prioritize decisions
Work with the project team to track and address owner requested changes for resolution
Compile, maintain, distribute and resolve action items per the published action item list associated with FF&E decisions
Attend OAC meetings to deliver the status and updates on FF&E component
Facilitate Post Project Surveys
During fixed equipment (Group 1) coordination times of construction, attend construction coordination meetings to address equipment-related issues. Follow up with project teams and vendors to ensure issues are resolved.
Attend shop-drawing technical coordination meeting with contractors, mechanical/electrical trades and the suppliers to review and coordinate shop drawing submittals as needed. Ensure drawings are reviewed and processed
Manage a Change Order process with the Owner for all FF&E changes that occur during construction. Evaluate the technical impact of the change related to the site, budget, and the construction timeline. Communicate updated specifications and shop drawings to the architect and contractor
Advise as needed to any design conflicts associated with all FF&E
Respond to technical Requests for information (RFI) from the contractor and provide timely responses to the request
Manage in-wall / on-wall and pre-installation coordination and resolve conflicts in obtaining validated information timely
Perform pre-installation site inspections to confirm all FF&E locations, rough-ins, outlets, and site readiness.  Arrange follow-up vendor site visits to coordinate with the contractor regarding final construction and installation requirements
Attend site visits to supervise the installation of vendor-installed fixed equipment (Group 1). Coordinate with the vendors for testing/certification
Review Owner Furnished/Owner Installed (OF/OI) and Owner Furnished/Vendor Installed (OF/VI) seismic anchored equipment to determine installation gaps and provide recommendations for qualified installers
Attend vendor site coordination meetings to finalize installation requirements
Identify installation conflicts and facilitate a resolution
Obtain client approval and customer sign-off for all FF&E installations and room complete documents
Obtain final installation certifications, warranty documents and owner user documentation for all FF&E as required by the facilities and biomedical team
Participate in site walk to confirm scope and schedule of Activation activities
Follow reasonable schedule logic, duration, and constraints based on interactive planning sessions with the Project Management team
Record scope changes, trends and variances that potentially affect schedule performance for Activation and Installation activities
Identify issues, follow mitigation plan, and make recommendations to Clients
Maintain, and publish Project Dashboards
Attend Project Status Meetings to report progress and keep abreast of project timelines. If Associate is not present, responsible for budget monitoring, meeting and milestone event scheduling and coordination, written correspondence, and meeting minutes
Work together with the project team to confirm procurement and location of equipment deployment
Confirm and document site readiness
Manage the relocation of medical equipment on a room by room level per the plans for each department
Work together with the project team to confirm locations of equipment relocation
Manage the deployment and installation of FF&E to include medical equipment on a room by room level per the plans for each department
Review and Respond to Post Project Surveys
Other related duties as assigned

HBS Related Meetings / Events

Participate in HBS Related Meetings / Events

HBS Town Hall Meetings
Staff Meetings
HBS Project Update Meetings
HBS Team Building Events
Lunch & Learn opportunities with vendors, suppliers and company partners

Goals and Other Related Duties

The Activation Manager is expected to pursue and track progress toward Goals established during annual evaluations. As a reflection of HBS, demonstrate a positive outward attitude and conduct yourself as an industry expert.  Stay abreast of industry news and changing climate in the Healthcare Industry and share information with peers.  The Activation Manager is responsible for continued Professional Education.

Qualifications

Required Knowledge, Skills, Licensure, Training & Travel Requirements (if applicable):

In pursuit of or have completed a Bachelor’s Degree in related field.
3+ years of experience with healthcare building activation
Creative problem solving and influencing skills
Understanding of basic accounting principles
Excellent written, interpersonal and presentation skills
High level of integrity.
Must demonstrate strong verbal and written communication with ability to communicate with executive level management, internally & externally
Must be able to multitask and communicate in high pressure situations
Demonstrate strong conflict resolution and problem-solving skills
Knowledge of healthcare industry practices including hospital and clinic procedures and departmental functions and workflow
Knowledge of architectural design processes and construction
Ability to read and interpret architectural programming, design, scheduling and specification documentation
Thorough knowledge of Microsoft Office Suite, SmartSheet, Attainia, Fit Up
Basic knowledge and understanding of Revit design criteria and industry database concepts
Demonstrate strong leadership awareness, methods and techniques for mentoring and coaching junior level staff
Travel is required; potential long term travel and out of town living situations

Qualifications:

Education

Years of Related Experience

Minimum

Preferred

Minimum

Preferred

High School Graduate/Equivalent

X

0 – 1

Professional Certification

X

1 – 3

X

Technical School/1 Year College

3 – 5

X

Technical School/2 Years College / Associate’s Degree

5 – 8

Bachelor’s Degree

X

8 – 10

Master’s Degree

10+