Facility: WCO - Wellstar Corporate Office

Job Summary:

Wellstar Health System includes 11 Hospitals, 5 Health Parks, over 400 medical office locations and administrative buildings. WHS recognizes the importance of maintaining open, constructive, and inclusive processes and relationships to achieve highest quality and value for its design and construction projects.
Construction Project Controls has primary responsibility for procurement of design and construction services for all contracts valued at $10,000 or above, including but not limited to, architectural and engineering design firms, contractors, vendors, suppliers, and consultants. General project types include construction, central plant, and routine renovation projects. Project Controls works in coordination with the Project Management Office (PMO), Supply Chain, Purchasing, Design & Construction Project Management, Facility Management, and associated Project Champions, esp. hospital and facility executives.
The AVP will lead the Construction Project Controls team in all aspects of procurement for design and construction, including but not limited to, vendor relationships, RFQ/RFP preparation and evaluation, bid comparisons, stakeholder communication, negotiations, awards, and contract administration. The AVP reports to the VP Real Estate and Facility Development.

Core Responsibilities and Essential Functions:

Procurement Management
Early assessment to plan for project delivery method, procurement strategies and selection of vendors.
Prepare bid specifications for all procurement activities.
Coordinate procurement to take advantage of economies of scale.
Work with project stakeholders to select appropriate bidders for specified project scope.
Facilitate RFP process, including invitations to bid, addenda, receipt of proposals.
Bid Tab Reviews
Ensure each bid tab is within budgeted amounts. Ensure bids are within total project budget.
Issue communication of award / non-award to bidders.
Assembly of contract documents for signature, including templates, exhibits, etc.
Facilitation of contract approval and processing through WHS systems.
Provide regular email updates to Hospital Leadership and Construction PMs to document the procurement process and milestone achievements.
Management of Kahua project tracking database, and associated Kahua system utilization.
Leadership and Team Management
Manage the Project Controls staff (est. 4 people) including the Contract Analyst(s) and third-party consultants as applicable.
Maintain a schedule of procurement activities.
Planning for goal-setting, process, and priority setting.
Coaches and empowers team members and offers constructive feedback
Monitor team performance & develop solutions to optimize the process and streamline procurement timelines.
Ensure all documentation is stored in the WellStar project data system(s).
Coordination with Facility Managers and Construction Project Managers
Coordinate with directors of facility engineering and administration at each Hospital, business units, legal, and Senior Leadership
Work with facility managers and construction project managers to gather and document general project information for utilization in procurement processes.
Advise regarding procurement processes and approvals applicable to their respective projects.
Conduct regular in-person and/or virtual meetings with facility managers and construction project managers as needed.
Vendor Relations
Maintain list of approved vendors for architectural services, consulting and testing services, construction, M/E/P and FFE according to WHS policies.
Establish new relationships with vendors and suppliers to ensure adequate resources for all projects and to continually improve pricing and quality of work.
Assist in onboarding of new vendors, especially registration in Green Security system.
Provide post-award feedback to vendors not selected for work.
Conduct post-project surveys to review vendor performance and provide feedback as applicable.
WHS internal controls databases (StrataJazz, OnBase, or other)
Review and approve applicable FRRs, requisitions, and other document necessary for WHS internal controls databases.
Ensure requisitions are obtained as needed to support procurement schedules.
Compliance
Assure compliance with applicable WHS policies and procedures.
Review WHS policy updates and share applicable information with Project Controls staff and construction project managers.
Work with Supply Chain to incorporate Supplier Diversity Program Tier 1 and Tier 2 vendors into procurement initiatives.
Coordinate with WHS internal and external auditors as needed to confirm compliance with policies and procedures.
Implement occasional updates to the Design & Construction policy statements as needed.
Contract Administration
Ensure contract requirements for insurance, documentation, and other requirements are met prior to beginning of work and/or initial payment.
Ensure change orders and other contract documents comply with contractual terms.
Process Improvement
Seek out opportunities to bundle services or take advantage of economies-of-scale to achieve low cost and high value procurement solutions.
Solicit process improvement input from construction project managers and vendors.
Analyze process efficiency and propose improvements
Assemble appropriate stakeholders to initiate cross-department improvements
Trust/Engagement
a. Builds a culture of trust and engagement as reflected in the Great Place to Work Trust Index Survey at a direct report, workgroup and hospital/entity level.
b. Holds leaders accountable for behaviors that create trust and engagement.
c. Performs all duties and responsibilities of this position in a manner that reflects the values of WellStar.
Maintains and strengthens relationships with physicians and assures their involvement in developing systems to assure the growth of the service and the cost-effective delivery of quality patient care in a manner that fosters patient and employee satisfaction.
Results Oriented Leadership
a. Sets challenging and productive goals for team.
b. Holds team accountable for actions while providing leadership and motivation.
c. Provides resources and support,
Uses checkpoints and data to track progress, setting up system and processes to measure results.
Collaboration and Partnership
a. Works collaboratively and as a team member with hospital leadership. Partners with Human Resources to achieve desired organizational culture, staffing and workforce metrics.
b. Fosters positive working relationships between staff and physicians across the Health System.
Fosters a culture that focuses on patient satisfaction, safety, customer service, staff participation, collaboration, motivation, and effective communication
Performs other duties as assigned
Complies with all Wellstar Health System policies, standards of work, and code of conduct.

Required Minimum Education:

Bachelor's Degree required; preferably in Engineering, Design or Construction related disciplines. Required

Required Minimum Experience:

Minimum 7 years of combined relevant experience in construction project management or related field Required

Required Minimum Skills:

Must be process-oriented and results-oriented.
Excellent organizational and communication skills.
Demonstrated proficiency in procurement of services for design and construction projects.
Management experience and delegation skills.
Ability to effectively communicate with a wide range of audiences (in person and in writing) with strong listening and presentation skills.
Supports the organizations mission and vision through the independent role of construction project controls in ensuring that projects are appropriately planned, performed, and progressive status reported per the governance methodology.