Position Title: Infrastructure & Operations Lead
Duration: 6 months with potential for conversion to full-time, permanent
Position Reports To: Manager, Infrastructure & Operations
Location: Oshawa location – 115 Grassmere Ave. (May be required to wcommute to other Durham CHC sites).
Durham Community Health Centre (DCHC) is a registered, charitable organization that provides integrated, accessible, and equitable community-based primary care, wellness services, and health education to Durham community members who face multiple barriers to their health and well-being.
DCHC also provides equity-based programs and services that focus on priority populations such as Indigenous, Black, the 2SLGBTQI Community, Newcomers to Canada, Seniors, and Unattached patients (i.e., those without a family doctor), to name a few. DCHC ensures Durham community members receive not only sick care, but preventive care as well.
At DCHC, we are a team-based interprofessional group of staff including physicians, nurse practitioners, nurses, counselors, dietitians, outreach workers, medical secretaries, and other administrative staff. We always place every client at the centre of our approach to care, based on their needs. We address these needs through integrated clinical and wellness care and health education.
It's an exciting time to be joining DCHC, while we are embarking on an energizing path with a focus on making our biggest impact yet on local health care by diversifying, expanding, and leveraging our Strategic Plan, Theory of Change, Brand, Client Stories and Resources.
DCHC’s 2023 – 2026 Strategic Goals
- Drive Program and Service Integration and Client Experience Across All that DCHC Does
- Evolve Program Offerings to Improve Health Equity and Meet the Needs of DCHC’s Priority Populations
- Establish DCHC as a System Advocate and Champion for Equity
- Enhance DCHC’s Brand and Awareness Across Durham Region
- Become an Employer of Choice with a Focus on Recruitment, Retention, and Development
The Infrastructure and Operations Lead plays a crucial role in supporting the Infrastructure and Operations team in various key functions related to corporate services. This role involves overseeing and coordinating activities such as centralized procurement, facilities management, health and safety compliance, and basic level onsite IT support with the help of our Managed Service Provider. Additionally, may be asked to assist or serve on committees or project groups. The Infrastructure and Operations Lead is responsible for ensuring the smooth operation of these essential services, contributing to the overall efficiency and functionality of Durham Community Health Centre.
- Support the manager in designing operational strategies, operating plans, priorities and policies
- Support the manager in developing effective multi-year and annual planning and management of operating budget; provide input towards organizational annual budgeting exercise
- Provide people leadership to internal staff and external support vendors to achieve high-level of organizational commitment and job performance; this includes communicating job expectations, planning and appraising productivity, conflict management, staff development and coaching & motivating staff
- Provide support and guidance to colleagues as needed and seek input, as necessary, for organizational-wide recommendations
- Ensure operating plan objectives align with organizational strategic objectives; Deliver on operating objectives, performance measures and KPIs
- Lead with a growth mindset and promote organizational values through performance and leadership approach
- Share innovative ideas on how to increase operational efficiencies and how might DCHC increase its ability to deliver against its strategic plan and Theory of Change
- Ensure employees are aware of DCHC’s policies and processes as it relates to Facilities, Procurement and Insurance
- Be jointly responsible, as a member of the management team, for the effective implementation and adherence to Health and Safety legislation.
- Ensure self and team’s adherence with legislative requirements and employment principles. (e.g., AODA, Human Rights Code, Ontario Employment Standards)
Infrastructure Planning & Management
- Assist the manager in effectively and efficiently managing all DCHC infrastructure and facilities for business continuity. Ensure an updated business continuity plan exists within the organization.
- Ensure a multi-year infrastructure strategy exists in alignment with the organization’s strategic plan with the guidance of the manager
- Support the manager with conducting organization-wide utilization exercise and provide analysis, recommendations, and cost implications
- Proactively liaise with departmental leaders to seek input on infrastructure needs and areas of improvement/opportunities
- Assist in managing all Capital Infrastructure projects including logistic management of the organization
- Manage negotiation of new site leases, relocation and related procurement or contract renewals
- Support with conducting appropriate engineering and facility tests/reports to ensure safety and sustainability of DHC facilities
- Supervise building design and systems (floorplan, structural changes, roofing, parking lot and lighting) and building operating systems (HVAC, BAS, Electrical, Access control) with the support of the manager
- Assist the manager in ensuring periodic and preventive maintenance through proactive troubleshooting and timely negotiating and manage all infrastructure related contractual relationships (facilities management); ensure proper records management of all infrastructure related records.
- Track the progress and quality of work performed by custodial and contracted staff.
- Ensure that facility maintenance and cleanliness standards are met.
- Conduct performance reviews with the support of the manager.
- Manage the facilities database, security systems and access control system(s)
- Support special projects or initiatives as assigned
- Assist the manager with effectively and efficiently managing DCHC’s procurement needs for business continuity. Ensure an updated sourcing management framework plan exists within the organization
- Support the manager in removing ineffective and inefficient procurement practices at the organization and identify opportunities for economies of scale across DCHC and provide analysis, recommendations, and cost implications
- Develop and manage relationships that benefit DCHC with cost efficiencies, partnerships and/or volume-based benefits; ensure proper records management of all procurement related records
- Follow approved RFP/RFQ practices and help ensure this is practiced across the organization
- Inform staff of changes in procurement policies, processes, and any changes in vendor relationships
- Process purchasing following broader public sector procurement directives and organizational policies
- Provide input and guidance to staff or departments seeking to develop new vendor relationships for their respective operational needs with the support of the manager
- Maintain accurate procurement records and track all procurement activities.
- Prepare and maintain purchasing files, reports, and price lists
- Expedite solutions with suppliers regarding issues like cost overruns, quality, backorders, and missed deliveries
- Lead inventory counts and provide periodic reports for decision-making
- Track, monitor, and maintain PO deliveries, coordinating changes with minimal impact on operations
- Manage and maintain inventory levels to ensure adequate supplies are available at all times.
- Implement inventory control procedures to minimize waste and excess inventory
- Support special projects or initiatives as assigned
- Assist the manager with obtaining insurance certificates from the insurance provider to meet operational needs
IT Planning & Management
- Provide on-site support for hardware, software, and basic troubleshooting in collaboration with our Managed Service Provider (MSP)
- Oversee IT procurement plans and inventory control to ensure equipment is ordered in accordance with the organization’s needs and ability to manage/control inventory and user expectations
- Assist with employee onboarding and offboarding.
- Ensure IT Inventory of hardware devices and software licenses are effectively tracked and managed
- Support special projects or initiatives as assigned
Key skills and Attributes include:
- Bachelor's degree or Diploma in Business Administration, Supply Chain Management, Facilities Management or a related field (or equivalent work experience).
- Proven experience in facilities management, procurement, and vendor management, preferably in a healthcare or nonprofit setting.
- Strong negotiation skills and the ability to build and maintain internal and external stakeholder relationships.
- Excellent organizational and time-management skills.
- Proficiency in procurement software and Microsoft Office Suite (Excel, Word, PowerPoint).
- Knowledge of healthcare procurement regulations and compliance is a plus.
- Proficiency in basic IT support and troubleshooting.
- Exceptional attention to detail and analytical abilities.
- Have excellent verbal and written communication skills.
- Understand tendering processes like RFQ, RFP, and RFI.
- Be skilled in Microsoft Office, especially Excel and pivot tables.
- Prioritize tasks and meet deadlines consistently in a busy environment with multiple competing priorities.
- Have high ethical standards.
- Be flexible and adaptable.
Full vaccination against COVID-19 is mandatory for this position (Durham CHC will however adhere to its duty to accommodate those who are unable to be fully vaccinated for a reason related to a human right protected ground).
While we thank all applicants for their interest in applying, only those qualified and considered for an interview will be contacted. All applicant submissions will be kept on file for six months, for future consideration.
All positions are subject to the successful completion of the following pre-employment conditions for all external hires: Reference Checks; and Criminal Background checks (including Vulnerable Sector Screening).
Durham Community Health Centre is committed to complying with all applicable standards as set out in the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), the provisions of the Ontario Human Rights Code, and any other applicable legislation. Accessibility: If you have accessibility needs and require alternate formats or other accommodations, please let us know. Durham Community Health Centre, and staff are dedicated to creating an inclusive environment that welcomes diversity.