Clinical Engineering Operations Support Coordinator

Trinity Health•Davenport, IA

About The Position

Provides oversight & support of the workflow & functions in accordance with level of experience, education & standards. Assumes an expanded role & increased responsibility including delegating to others. Participates in the development of & the process improvement of policies & procedures. Works closely with leadership to maintain efficient & effective operations to ensure quality in daily operations. May partner with leadership with the selection, orientation & performance feedback of the team. Works cooperatively to ensure that key customer needs are being met & achievement of operational & performance goals. Note: “patients” refers to patients, clients, residents, participants, customers, members Essential Functions Our Trinity Health Culture: Knows, understands, incorporates & demonstrates our Trinity Health Mission, Values, Vision, Actions & Promise in behaviors, practices & decisions. Work Focus: Coordinates operational, technical & / or clerical support services that enhance or improve coordination, preparation & flow of the department process & core work. Plans & organizes workflows & prioritizes customers’ needs. May lead a small team; serves as a mentor. Creates & maintain procedural standards & records as appropriate for role. Develops & maintains educational programs for the team members, including new employee orientation. Process Focus: Utilizes multiple system applications for data collection & management. Incorporates basic knowledge of Trinity Health policies, practices & processes to ensure quality, confidentiality & safety are prioritized. Demonstrates knowledge of departmental processes & procedures & ability to readily acquire new knowledge. Collaborate on performance improvement activities as indicated by outcomes in program efficiency & patient experience. Helps to identify opportunities, develop solutions & lead the team through resolution. Communication: Employs effective & respectful written, verbal & nonverbal communications; Develops an environment of mutual confidence & trust through collaborative relationships; Effectively communicates goals, standards, program expectations, service performance & how the work serves Trinity Health objectives; Proactively recognizes, addresses & / or escalates organizational, operational & / or team conflicts. Environment: Performs work in a caring, collaborative & safe manner that complies with regulatory standards. Maintains a safe, functional & organized workspace environment. Stewards productive use of resources (e.g., people, financial, equipment, supplies, materials) to achieve assigned commitments, experiences & quality standards. Accountable for continuous role-based self-development & leadership growth. Supports the professional growth of team members. Self-monitors & initiates corrections & / or seeks assistance & / or guidance when needed. Maintains a Working Knowledge of applicable federal, state & local laws / regulations, Trinity Health Integrity & Compliance Program & Code of Conduct, as well as other policies, procedures & guidelines in order to ensure adherence in a manner that reflects honest, ethical & professional behavior & safe work practices. " Functional Role (not inclusive of titles or advancement career progression) Provides administrative and clerical support to assigned Health Ministry (HM) Clinical Engineering (CE) Department staff, under general supervision of the THCE Site Director/Manager. Performs word-processing and typing of correspondence, narrative documents and reports requiring the use of office automation equipment and various software and application packages. Compile's data and prepares computer-generated reports with pre-established CMMS formats related to productivity, budget, and overall operations. Prepares and manipulates charts, graphs, and spreadsheets. Manages databases and ensures the accuracy and completeness of data; follows up on and initiates corrective actions as needed. Maintains expense records and monitors disbursements, reimbursements, and requisitions. Orders, monitors, and maintains office equipment and supplies; generates purchase orders. Serves as point of contact for Procure to Pay and THCE Sourcing teams on all orders pertaining to assigned HM. Responds to requests and contacts appropriate operational area and/or personnel for assistance. Support customer service efforts. Processes service and/or parts requests from customer and/or technicians; dispatches CE Technicians in a timely manner. Monitors self-service request queue and follows up to ensure accuracy of information. Provides support and guidance related to CMMS. Maintains and enters equipment inventory while ensuring proper documentation of disposal and the retiring, donation or selling of old equipment. Maintains equipment PM schedules and ensures work orders are generated. Enters HR Paid time for accountability analysis. Request's modification, additions, deletions of data components. Provides guidance and training to technicians related to work orders/logs, ordering, and the like. Maintains repair parts inventory. Monitors par levels and orders parts for shop stock to maintain those levels, keeps repair parts labeled and organized for easy identification and distribution. Keeps parts inventory in the CMMS database accurate and current.

Requirements

High School diploma or equivalent combination of education and experience.
Two(2) years of related experience.
Analytical, problem solving and mathematical skills in order to compile, summarize, process and monitor data and reports from multiple sources.
Proficiency with Microsoft product suite (MS Word, Excel, Power Point, and Visio); extensive knowledge and experience with electronic mail and calendaring system in PC LAN environment. Ability to type with speed and accuracy.

Nice To Haves

Previous experience in healthcare is desirable.
Previous experience in customer service environment desirable.

Responsibilities

Coordinates operational, technical & / or clerical support services that enhance or improve coordination, preparation & flow of the department process & core work.
Plans & organizes workflows & prioritizes customers’ needs.
May lead a small team; serves as a mentor.
Creates & maintain procedural standards & records as appropriate for role.
Develops & maintains educational programs for the team members, including new employee orientation.
Utilizes multiple system applications for data collection & management.
Incorporates basic knowledge of Trinity Health policies, practices & processes to ensure quality, confidentiality & safety are prioritized.
Demonstrates knowledge of departmental processes & procedures & ability to readily acquire new knowledge.
Collaborate on performance improvement activities as indicated by outcomes in program efficiency & patient experience.
Helps to identify opportunities, develop solutions & lead the team through resolution.
Employs effective & respectful written, verbal & nonverbal communications
Develops an environment of mutual confidence & trust through collaborative relationships
Effectively communicates goals, standards, program expectations, service performance & how the work serves Trinity Health objectives
Proactively recognizes, addresses & / or escalates organizational, operational & / or team conflicts.
Performs work in a caring, collaborative & safe manner that complies with regulatory standards.
Maintains a safe, functional & organized workspace environment.
Stewards productive use of resources (e.g., people, financial, equipment, supplies, materials) to achieve assigned commitments, experiences & quality standards.
Accountable for continuous role-based self-development & leadership growth.
Supports the professional growth of team members. Self-monitors & initiates corrections & / or seeks assistance & / or guidance when needed.
Maintains a Working Knowledge of applicable federal, state & local laws / regulations, Trinity Health Integrity & Compliance Program & Code of Conduct, as well as other policies, procedures & guidelines in order to ensure adherence in a manner that reflects honest, ethical & professional behavior & safe work practices.
Provides administrative and clerical support to assigned Health Ministry (HM) Clinical Engineering (CE) Department staff, under general supervision of the THCE Site Director/Manager.
Performs word-processing and typing of correspondence, narrative documents and reports requiring the use of office automation equipment and various software and application packages.
Compile's data and prepares computer-generated reports with pre-established CMMS formats related to productivity, budget, and overall operations.
Prepares and manipulates charts, graphs, and spreadsheets.
Manages databases and ensures the accuracy and completeness of data; follows up on and initiates corrective actions as needed.
Maintains expense records and monitors disbursements, reimbursements, and requisitions.
Orders, monitors, and maintains office equipment and supplies; generates purchase orders.
Serves as point of contact for Procure to Pay and THCE Sourcing teams on all orders pertaining to assigned HM.
Responds to requests and contacts appropriate operational area and/or personnel for assistance.
Support customer service efforts.
Processes service and/or parts requests from customer and/or technicians; dispatches CE Technicians in a timely manner.
Monitors self-service request queue and follows up to ensure accuracy of information.
Provides support and guidance related to CMMS.
Maintains and enters equipment inventory while ensuring proper documentation of disposal and the retiring, donation or selling of old equipment.
Maintains equipment PM schedules and ensures work orders are generated.
Enters HR Paid time for accountability analysis.
Request's modification, additions, deletions of data components.
Provides guidance and training to technicians related to work orders/logs, ordering, and the like.
Maintains repair parts inventory.
Monitors par levels and orders parts for shop stock to maintain those levels, keeps repair parts labeled and organized for easy identification and distribution.
Keeps parts inventory in the CMMS database accurate and current.