Operations Coordinator

Job Summary:

The Operations Coordinator, under the direct supervision of the System Director of Engineering, provides a wide range of support for the Engineering Department. Primary responsibility is to receive and dispatch work requests. This includes assigning the appropriate technician, documenting the assignment in the HEAT system, documenting work request updates, keeping customers informed as to the work status, and closing the tickets upon completion. Prepares, prints, and distributes PM work requests using the department's MP2 maintenance system. Closes PM work orders upon completion. Maintains required files for preventive maintenance tasks required for code compliance. Independently creates and runs reports in the HEAT or MP2 system upon requests. Serves as a key contact for visitors in person and/or by phone, addressing their needs and making the necessary contacts. Assist in coordinating work assignments based on technician availability or complexity of the work request. Serves as back up for placing Lawson orders for Engineering (20% of the time). Requires the ability to maintain confidentiality on a consistent basis. Demonstrates an ability to appropriately communicate and interact with consultants, contractors, visitors, and employees. Performs other duties as assigned. Must have the ability to function independent of direct supervision. Participates in organizing meetings and taking minutes. Assesses resources as appropriate to support initiatives and achieve milestones. Demonstrates the ability to be a team member. Demonstrates knowledge and skills to appropriately communicate and interact with the patients, families, and visitors of all age groups while being sensitive to their cultural and religious beliefs. Strategic goals include improving patient outcomes and experience, enhancing the culture of safety and staff/physician engagement, reducing cost without compromise to care, and improving key metrics.

Performance Expectations:

• Consistently and accurately collects, aggregates, and reports project and facility-related data to the Engineering Director.
• Identifies patterns and trends in facility data (elevator downtime, major equipment repairs, etc.) by analyzing and comparing facility data against similar facilities, market trends, and other sources of reliable data.
• Maintains all TJC related documentation to include verifying that inspections are conducted per time constraints, obtaining inspection reports, and filing them in the appropriate book for DNV surveyors to review.
• Prepares monthly EOC Life Safety reports to include retrieving data from various sources, calculating completion rates, and following up on any past-due inspections.
• Manages all "Help Desk" tickets for the Engineering Department and works with staff for completion of the ticket. Communicates with departments impacted by work in the area of the ticket and follows up with users after completion of the ticket to ensure all items are complete.
• Serves as the System Administrator for the department's preventive maintenance software system (MP2).
• Effectively performs all clerical and secretarial needs as required.
• Demonstrates technical aptitude for performing secretarial, general office duties and working knowledge of construction/facility terminology.
• Demonstrates the aptitude for composing and typing information along with other material designated by the Engineering Director.
• Demonstrates the aptitude for making appointments and screening telephone calls for the Engineering Director.
• Demonstrates the ability to coordinate, schedule and take minutes at designated department meetings.
• Demonstrates technical aptitude for operating telephone, fax, scanner, calculator, label printer and computer.
• Demonstrates the ability to communicate and interact with visitors, vendors, employees, contractors and management effectively.
• Demonstrates experience managing simultaneous complex initiatives crossing organizational boundaries.
• Knowledge of process improvement and project management tools.
• Ability to collaborate and interact effectively at all levels with a variety of organizational entities and personnel across disciplines, departments, and vendors.
• Efficiently, uses programs such as Lawson, Docuphase, Excel, PowerPoint, Word, Outlook and other as deemed necessary.
• Thinks creatively, anticipates and responds appropriately.
• Orders departmental supplies and equipment as delegated.
• Able to carry out a variety of duties for departments under the supervision of the Engineering Director.
• Proactively seeks opportunities to enhance knowledge and learning towards expertise.
• Complies with the Engineering Department policy.
• Follows the policies in the Employee Handbook.
• The spreading of rumors and gossip creates unnecessary turmoil, weakens working relationships, and is contrary to the spirit of the hospital and is prohibited.
• Uses "We Care" philosophy in daily communication.
• This job description is not intended to be all-inclusive; the employee will also perform other reasonably related job duties as assigned.

Qualifications:

Education/Skills:

• High school diploma or equivalent required.
• Extensive work experience or collegiate studies preferred.
• Excellent knowledge of Microsoft Excel is required.
• Highly organized and able to maintain printed and electronic records.

Work Experience:

• Experience in data analysis required.
• Organization ability and strong communication skills are required.
• Minimal 2 years' experience in project coordination and process improvement preferred.

Certification/Licensure - DUE UPON HIRE

• None

Mental Demands:

• The individual's exceptional oral and written skills are required to relate effectively to hospital and vendor staff.
• The individual must have the ability to type and be familiar with the rules of spelling, grammar, and punctuation.
• The individual must have the ability to use a computer display station, copier, telephone, personal computer, and calculator.
• Working knowledge of construction and facility terminology is necessary.
• Effective presentation skills with the ability to prepare and communicate information to the Facility Director.