Facilities Project and Medical Equipment Coordinator

Allina Health System•Fridley, MN

1d•Onsite

About The Position

Allina Health is a not-for-profit health system that cares for individuals, families and communities throughout Minnesota and western Wisconsin. If you value putting patients first, consider a career at Allina Health. Our mission is to provide exceptional care as we prevent illness, restore health and provide comfort to all who entrust us with their care. This includes you and your loved ones. We are committed to providing whole person care, investing in your well-being, and enriching your career. This position provides support to regional strategic partners and project managers during the project lifecycle through completion. It coordinates purchase order initiation and maintenance, drafts contracts and other project documentation, and reviews and organizes invoices. The role understands project equipment needs (medical and non-medical) and translates them into equipment lists and budgets. It manages the steps and processes to influence successful project completion and provides project support including documentation support, compiling reports, scheduling and coordinating meetings/activities, and communication with key stakeholders.

Requirements

Must be 18 years of age with education and/or experience needed to meet required functional competencies as listed on the job description
Minimum 3 years experience with Information Systems: Proficiency in spreadsheets, databases, and electronic commerce; Microsoft base applications experience
Minimum 3 years experience with Collaboration and team environment; working with a task force or project team to provide appropriate purchasing concerns, suggestions, ideas
Minimum 5 years experience with Accounts payable and receivable financial controls including PO issuance, Invoice reconciliation, pay application processing, yearend accrual reporting, and tax accounting

Nice To Haves

High school diploma or GED
Associate's or Vocational degree
Bachelor's degree
Minimum 3 years Planning and/or buyer experience: Inventory/materials control experience, preferably with an equipment inventory system - Equivalent experience will also be considered

Responsibilities

Works with Director/Strategic Partner and/or Project Managers to draft applicable Requests For Proposal (RFP), contracts and other applicable documents and submits for approval.
Maintains professional relationships with internal and external project delivery partners; crafts and distributes communications to key stakeholders and partners.
Provides project, regional and departmental reports (e.g., Financials, Risk Management, etc.).
Coordinates and manages small projects, which are typically projects of less than $100K value, as directed by Strategic Partner.
Coordinates movement of existing physical assets (furniture, fixtures, and equipment) for organization-wide location moves & reassignments.
Assists with Information Systems protocols for project start-up using DTR/IT/MAC technology.
Serves as a resource to others on the team by attending & learning various software used in the department and providing department specific training/support to others (i.e. Workday, SharePoint, BlueBeam, Teams, and future programs), including support with onboarding of new staff.
Actively participates in development and implementation of standard contracts, policies, procedures, and practices.
Demonstrates active engagement in building professional development and ensuring industry knowledge and practices (i.e. participate in American Society for Healthcare Engineering - ASHE, Minnesota Healthcare Engineers Association -MHCEA, Trade Partner Education Events; technology products).
Works with Project Manager to review close out activities and ensure appropriate filing of all documentation, which may include, but is not limited to: Reviews Final billing and coordinate with vendor; Final contract documents – G701/Change Order; Ensures As-built drawings are received in proper format, validated by CAD Technician, and filed correctly; Partners with Finance team on Financial close outs; Plans accordingly for close out tasks to be completed with a goal of 90 days.
Provides daily operational support to Project Manager, as well as overall department and Allina System by coordinating, planning and scheduling meetings, events and activities; providing onsite vendor assistance; collaborating with IT/IS; Concur expense reporting (including delegate access responsibilities); Project and department documentation support; Allina Service Central support & follow-through.
Projects the medical and non-medical equipment needs for small/medium projects (i.e., typically projects of less than $3M): creating budgets, requisitions, requesting proposals form vendors, issues Purchase Orders (PO’s), coordinate equipment deliveries, Manage material and financial close out of equipment.
Updates budgets accordingly, including closing out budgets and financials at conclusion of projects.
Reviews and reconciles all invoices and applications for payment, ensuring completeness, accuracy, contract compliance, and that the correct project/PO is being charged prior to submitting to Accounts Payable.
Works collaboratively with Project Manager, Accounts Payable and contractor/vendor to resolve payment and invoicing issues, concerns, and commitments.
Initiates a Purchasing Agent Authorizations (as required).
Assembles Required contract documents and works with vendors to completion.
Assists with collecting documentation to receive tenant improvement allowances.
Other duties as assigned.