Computer Maintenance Management System Coordinator

Advocate Health • Winston-Salem, NC

4d • $33 - $50 • Remote

About The Position

This position is responsible for developing, implementing, and managing facility-related CMMS programs. The coordinator collaborates with CMMS programmers on system updates, sets access levels, and develops an information security strategy. They communicate with internal and external customers regarding CMMS needs and issues, and coach associates on CMMS functions and best practices. The role involves establishing a team to create uniform maintenance task descriptions and completion intervals, developing common nomenclature for equipment, and setting up asset lists with annual reviews for accuracy. Support is provided to operations staff for quarterly updates and changes to preventive maintenance tasks. The coordinator designs and develops reports for management, creates an action plan tracker for CMMS implementation progress, and generates monthly reports on open work orders. They also create and maintain reporting tools for monthly Key Performance Indicators, conduct analysis against targets, and develop CMMS training topics, tracking completion for the facilities division. Additionally, they support management in reviewing work order data accuracy and assist vendors in developing CMMS programs. This role requires strong Microsoft Excel skills for data utilization, including tables, data connections, graphing, conditional formatting, and formulas. The coordinator is responsible for establishing, monitoring, and improving the CMMS, facilitating PC hardware and software procurement, and providing first-level IT support for software and hardware issues. They coordinate and manage projects involving data improvements, system enhancements, and data implementation, as well as new system enhancements and releases. Data accuracy within the system is crucial, and database customization for new customers and projects is coordinated. Close collaboration with internal end-users ensures proper data entry and procedures for data integrity. The role also involves developing and recommending policies and procedures for CMMS best practices. Furthermore, the coordinator is responsible for designing, developing, and managing Call Center software systems, auditing reports to ensure proper ticket processing and system communication, and coordinating with Call Center associates on new data implementations. Database changes and communication of needs and enhancements to Call Center associates are also part of the responsibilities.

Requirements

• 2 years of experience in a data management and customer service environment.
• 3 years of related experience in a hospital facilities management environment.
• Demonstrated competency in operating computer systems specifically CMMS.
• Excellent communication skills.
• Proficient customer service skills.
• Knowledge of a variety of hardware platforms and operating systems.
• Excellent management experience of large projects.
• Ability to prioritize and manage multiple projects simultaneously.
• Strong skills in project planning and Management.
• Experience with installation, and support including database administration.
• Experience that includes Microsoft Windows and Microsoft Office Products, automated software deployment and device management tools.
• Active Directory experience that includes, group policy creation and administration, user and device management.
• Good problem determination skills.

Nice To Haves

• Associate’s degree or equivalent experience.
• User training experience a plus.
• Bachelor’s degree (or equivalent knowledge) in Business Management.
• Bachelor’s degree (or equivalent knowledge) in Computer Science or related field.
• 3 years' experience in a data management and customer service environment.
• 3 years related experience in a hospital facilities management environment.
• Knowledge of relevant CMS, TJC, DNV, and NFPA regulatory codes and requirements.

Responsibilities

• Developing, implementing, and managing facility-related CMMS programs.
• Collaborating with CMMS programmers to implement system updates.
• Setting level of access and developing an information security strategy for the system.
• Communicating with customers, both internal and external, on needs and issues associated with CMMS.
• Coaching and educating associates on CMMS functions and best practices for performing tasks.
• Establishing a team to develop common maintenance task descriptions and completion intervals to make it uniform throughout the system.
• Developing common nomenclature and abbreviations for infrastructure equipment and systems.
• Setting up asset lists and coordinating annual reviews for accuracy.
• Providing support to the operations staff for quarterly updates and changes to preventive maintenance tasks and scheduled events.
• Designing and developing reports for division and individual site management teams.
• Developing an action plan tracker for monitoring CMMS implementation progress by site.
• Generating monthly reports of open preventive maintenance and service work orders for management review.
• Creating and maintaining reporting tools for monthly Key Performance Indicators and conducting analysis against targets and benchmarks.
• Developing CMMS training topics and tracking completion of training for the facilities division.
• Supporting management in the review of work order data accuracy such as equipment on work orders, worked hours, parts usage, work order type, closing codes, and work order comments.
• Setting up and assisting vendors in developing CMMS programs relevant to Advocate Facilities Division.
• Working with data utilizing Microsoft Excel skills and extensive knowledge of tables, data connections, graphing, conditional formatting, and formulas.
• Establishing, monitoring, and improving CMMS.
• Facilitating PC hardware and software procurement process.
• Providing first level IT support for software and hardware related issues ensuring the facilities team has access to the necessary systems and training.
• Coordinating and managing projects which require on-going data improvements and/or new system enhancements and data implementation.
• Coordinating all new system enhancements and internal/external releases.
• Ensuring accuracy of data within the system.
• Coordinating database customization for new customers and projects.
• Working closely with internal end users within the facilities division to ensure proper data entry and procedures are carried out for data integrity.
• Developing and recommending policies and procedures for best practice with use of CMMS.
• Designing, developing, and managing Call Center software system.
• Auditing Call Center software system reports, verifying the tickets are being processed properly and the system continues to communicate with all Advocate sites.
• Coordinating with Call Center associates on new data implementations needed in CMMS and Call Center software systems.
• Performing database changes and communicating database needs and enhancements/modifications to Call Center associates.

Benefits

• Comprehensive suite of Total Rewards: benefits and well-being programs
• Competitive compensation
• Generous retirement offerings
• Programs that invest in your career development
• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree