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Sr Program Mgr Facility Planning and Projects

Job Description

Job: Facilities
Primary Location: United States-California-Sunnyvale-US-CA-Sunnyvale
Schedule: Full-time
Requisition ID: 194196

Description

Joining Intuitive Surgical means joining a team dedicated to using technology to benefit patients by improving surgical efficacy and decreasing surgical invasiveness, with patient safety as our highest priority. Human Resources is the people business of Intuitive Surgical. We attract, manage and engage our talent through advanced programs and global processes to support every employee in understanding how they contribute to our business, how they can develop professionally and how they can maximize their personal potential.

Opportunity: .

If you exemplify our values and want to be part of Company that is really passionate about providing value for the patients and customers we serve, this is the role for you.

Primary Function of Position:

As the team lead, you will be responsible for the management of strategic portfolio planning, workplace planning, occupancy planning and move management and strategic space projects for Intuitive’s US sites, focusing on Sunnyvale, and maintaining global corporate facility standards for global locations. The role will report into Sr. Director of REWS and lead the Facility Planning team, in partnership with other team members (e.g., construction project management, IT, workplace services, facilities management and indirect procurement) to successfully deliver projects with minimum impact to employees or business operations. In this role, you will:

• Lead a team of space planners, move managers and coordinators, activation leads.
• Partner with contacts within business groups on all workplace planning activities including developing business headcount forecasting and accurately tracking space needs.
• Develop space options (including stack and block plans, architectural test-fits) and business case proposals for accommodating staffing and other business requirements.
• Present and negotiate with business units to implement plans aligned with corporate guidelines, including scenarios to optimize use of space while meeting business requirements.
• Responsible for continued enhancement of CAFM system (Serraview) related to occupancy, space utilization and departmental allocation. Identify goals and initiatives to continually improve occupancy accuracy and reporting.
• Develop occupancy analysis reporting and dashboards to effectively communicate occupancy/vacancy ratios, capacity, churn, department space trends, headcount projections and workplace conditions.
• Manage relocations including the development and execution of project planning activities, coordinate timing and resourcing of relocations, migration and phasing plans.
• Advise on design direction and integrity, as well as selection of furniture standards.
• Leads development and integration of occupancy planning tools and processes to improve efficiency.
Roles and Responsibilities:

TEAM MANAGEMENT:
• Manage expectations with leadership team and other relevant stakeholders
• Effectively manage a team of space planners, move managers and coordinators, activation leads and other vendors, including performance reviews, guidance and coaching.
• Develop new tools to streamline processes within team, as well as partnering with other teams, to enhance efficiency and relationships.

STRATEGIC PORTFOLIO PLANNING:
• Work closely with Finance to develop long range facility master plan for the organization
• Produce and maintain accurate and reliable space demand and supply projections that will be reported to C-suite and other relevant stakeholders.
• Partner with contacts within business groups on all workplace planning activities including understanding program requirements, developing business headcount forecasting and accurately tracking space needs.

OCCUPANCY PLANNING AND WORKPLACE STRATEGY:
• Leads occupancy planning for Sunnyvale HQ
• Leads development of workplace strategies to optimize space utilization (including agile work environment, hoteling and other strategies).
• Develop space options (including stack and block plans, architectural test-fits) and business case proposals for accommodating staffing and other business requirements.
• Present and negotiate with business units to implement plans aligned with corporate guidelines, including scenarios to optimize use of space while meeting business requirements.
• Responsible for integrity of the data in CAFM system related to occupancy, space utilization and departmental allocation. Identify goals and initiatives to continually improve occupancy accuracy and reporting.
• Develop occupancy analysis reporting and dashboards to effectively communicate occupancy/vacancy ratios, capacity, churn, department space trends, headcount projections and workplace conditions.
• Manage design direction and integrity, as well as selection of furniture according to standards.
• Participates in development and integration of occupancy planning tools and processes to improve efficiency.

PLANNING & CAPITAL/EXPENSE PROJECTS:
• Lead developing plans to identify functional needs and develop program of requirements.
• Coordination and follow-through with strategic sourcing and procurement to execute RFP’s.
• Facilitate project management meetings, documentation of minutes, following up on next steps.
• Work with vendors to provide test-fit options, evaluation of design to corporate furniture standards and code requirements, develop estimates and project timeline.
• Monitoring and controlling of projects during execution phase.

MOVE MANAGEMENT
• Oversees development of Standard Work, checklists, policies and procedures, to define processes required for successful relocation activity. Identify gaps in knowledge, content and identify support opportunities to continuously improve and streamline relocation activities for Intuitive staff and operations.
• Develops tracking methodology to document all department activity. Prepare information for presentation, sharing and analysis for future growth and workload planning. Identifies and prepares Performance Metrics to measure activity, volume impacts, costs and customer satisfaction with relocation activities.
• Develops understanding of all costs related to Move, Add and Change requests and creates metrics to accurately budget resources. Seeks methods to improve efficiency for executing these services and brings forth cost savings solutions to leadership.
• Engages in project oversight of minor construction projects supporting Change work requests. Position requires close oversight and structured training of staff directly involved in completing the Change functions.
• Envisions customer needs during relocations and identifies opportunities to enhance staff and client experiences when relocating departmental operations.


Qualifications

Skill/Job Requirements:

• Bachelor’s Degree in business, engineering, architecture or business from an accredited institution. MBA or Masters in relevant fields (Facilities Planning, Architecture, Real Estate, Construction, etc.) preferred. Corenet MCR or SCLR accreditation also advantageous.
• 10+ years in Interior Design, Space Planning, Construction, Architecture or related field
• Excellent customer service skills including strong organizational, interpersonal and communication skills.
• Strong analytical skills with experience in the implementation of strategic portfolio plans.
• Proven success in implementing workplace strategies and the ability to translate business requirements into space requirements for the business units.
• Analysis of real estate and space related data, ability to direct trending analysis.
• Financial analysis and budget management.
• Ability to work with all levels of the employees and external vendors.
• Experience managing construction and MAC projects, overseeing and directing the work of others in multiple locations.
• Strong mechanical aptitude as it relates to furniture, fixtures and equipment in the workplace.
• Able to manage processes and relationships within a matrix organization
• Familiarity with CAFM tools as well as PowerPoint, Excel and Microsoft Projects.
• Ability to act as both a thought leader and operational expert around relocation services and activation activities.
• Ability to understand customer input in relocation services analysis and design; identify root causes and unintended effects of changes; see issues, problems, or solutions that are not obvious to others; manage processes that are simple, effective and easy to execute and replicate.
• Ability to understand customer work flow processes and identify relocation improvements; provide project organization based upon customer needs and requirements for staff during relocations; exhibit strong interview techniques to gather customer specific information for use in relocations, activation and occupancy processes.
• Ability to create financial, resource and relocation plans appropriate to the scope and urgency of the project; recognize colleagues with appropriate skill sets and develop teams according to 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 changes.
• Ability to establish and meet goals, support and facilitate the work of others, and manage multiple projects/requests simultaneously with minimal direction. Excellent team facilitation, written and verbal communication skills. Excellent analytical and organizational skills. Ability to collaborate effectively with a multidisciplinary team.
• Ability to influence effectively in a matrix structure.
• Ability to quickly learn new tools, process improvement and change management.
• Knowledge of key processes and workflow issues impacting the provision of services and role of facilities in supporting clinical and business objectives.
• Knowledge of California Healthcare Construction, OSHA, Facilities, Infrastructure, and Safety