Clinical Engineering Operations Coordinator (Sr Administrative Assistant)

CommonSpirit Health•Seattle, WA

13d

About The Position

The CE Support Services Coordinator provides comprehensive administrative and operational support to the Clinical Engineering (CE) department, acting as an executive assistant to the Clinical Engineering leadership. The coordinator will provide broad program coordination and support to the Clinical Engineering programs, customers, and support teams. Performs complex, specialized function-related administrative tasks with little or no supervision. This role involves supporting CE leadership with tracking goals, initiatives, and performance metrics related to CE operations and Key Performance Indicators (KPIs). The CE Operations Coordinator helps maintain digital resources, manage travel arrangements, assists in contract reviews, run data reports, and support process improvement and project management efforts.

Requirements

Associate’s Degree & six (6) years of administrative experience OR eight (8) years of administrative experience in lieu of a degree.
Five (5) years of Healthcare Technology Management programs or coordination experience.
Proficient in Google Suite and Microsoft tools (Excel, PowerPoint, Word, GoogleDrive).
Web-based CMMS preferred.

Nice To Haves

Bachelor’s Degree

Responsibilities

Facilitate onboarding for new Clinical Engineering (CE) staff by conducting departmental orientation and facility walkthroughs, assisting with system access setup (Kronos, Workday, TEAM, etc.), ensuring all necessary logins and credentials are requested and provided, and supporting training documentation and tracking staff training requests.
Maintain digital resources related to onboarding and training (e.g., policies, training manuals, Program Quality Evaluations, operational resources).
Collaborate with CE leadership to initiate, review, and revise service contract requests.
Engage with vendors and legal/HPG as needed to ensure contract accuracy and agreeable terms.
Ensure timely and accurate purchase order (PO) creation and proper billing/payment terms.
Monitor compliance and terms of contracts, including ensuring receipt of required documentation (Field Service Reports, etc.).
Coordinate vendor activities, including scheduling site visits and facilitating communication with market staff.
Organize regular business review meetings with vendors and CE leadership.
Track vendor performance and ensure contractual obligations and service terms are consistently met.
Perform all core CE Administrative Assistant tasks including creating and assigning work orders (PM and CM) based on technician availability and skill sets.
Liaise between CE staff and market stakeholders to support daily operations.
Enter data into CMMS and related systems (work orders, POs, asset updates, etc.).
Ensure high data quality within CMMS and assist in tracking KPIs and performance initiatives.
Assist CE leadership in reviewing financial and operational reports (Open PO reports, variance reports, accruals).
Identify and address billing discrepancies, including discount validation, contract compliance, and invoice processing.
Run KPI tracking reports, assist with financial analysis, and support process improvements tied to CE financial metrics.
Provide executive assistance to CE leadership by scheduling meetings, managing communications, and preparing reports.
Support CE operations reviews and tracking bridge plans for unmet KPIs.
Assist in the management of special projects, including data tracking, vendor issue resolution, and follow-up on invoicing or documentation gaps.
Coordinate and book company travel for CE team members.
Act as a liaison between CE and other departments (Capital Services, IT, clinical councils) to align with broader initiatives.