THCE Operations Support Coordinator

Trinity Health•Dubuque, IA

59d

About The Position

POSITION PURPOSE Provides administrative and clerical support to assigned Health Ministry (HM) Clinical Engineering (CE) Department staff, under general supervision of the THCE Site Director/Manager. Primary responsibilities include processing service calls, managing incoming phone calls, word processing/typing documents, maintaining both hardcopy and computerized file systems, compiling data for reports and data entry in the Computer Maintenance Management System (CMMS). Contributes to the effective and efficient performance of Trinity Health Clinical Engineering (THCE) program. Continually strives to achieve the goals and objectives consistent with the philosophy and mission of Trinity Health. ESSENTIAL FUNCTIONS Knows, understands, incorporates, and demonstrates the trinity Health Mission, vision and Values in behaviors, practices, and decisions. Maintains calendaring system. Assists with scheduling activities, vendor meetings, travel, conference rooms and conference calls. Reviews, screens, and prioritizes incoming telephone calls and visitors. Responds to routine inquires by determining appropriate response and providing general information; refers inquiries and directs visitors to appropriate area as needed. Receives, sorts and reviews incoming mail. Prepares outgoing mail and packages for shipment. Contacts appropriate operational area to verify and coordinate shipping, handling, delivery and receiving. 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. Performs general office functions. Copies and distributes documents to ensure accurate and timely response. Operates and maintains standard office equipment. Sets-up, organizes and maintains manual and computerized files and record-keeping systems. Maintains manual and electronic file systems as directed to ensure current and easily assessable information. 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. Assists staff with the preparation of various reports, special projects, and informational materials. Compiles, summarizes and formats data Performs timekeeping functions for assigned department, including sign-off processing and updating schedules. May provide back-up coverage to other team members to ensure continued uninterrupted operations and services. Performs other related duties, as assigned. Maintains a working knowledge of Trinity Health Corporate Integrity Program, Code of Ethics, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical, and professional behavior.

Requirements

High School diploma or equivalent combination of education and experience.
At least two (2) years of related experience.
Strong interpersonal and human relations skills.
Ability to communicate effectively with others internal and external to the organization.
Professional telephone etiquette skills.
Demonstrated ability to handle confidential verbal and written communications, information, and materials.
Accurate grammatical construction, proofreading and spelling skills.
Ability to plan, organize and accomplish assignments in an efficient and effective manner.
Ability to adapt to changing deadlines and unexpected assignments and to operate effectively without close supervision.
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.
Ability to utilize and maintain standard office equipment.
Accurate grammatical construction, proofreading and spelling skills.
Must possess a high level of professional and ability to work as a customer focused team member.
Interpersonal skills to effectively coordinate communication between internal departments staff, other departments, and wide range of customers in order to set up meeting, resolve customer inquiries, and respond to internal customer issues.
Must be comfortable operating in a collaborative, shared leadership environment.
Must possess a personal presence that is characterized by a sense of honesty, integrity, and caring with the ability to inspire and motivate others to promote the philosophy, mission, vision, goals, and values of Trinity Health.

Nice To Haves

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

Responsibilities

Maintains calendaring system.
Assists with scheduling activities, vendor meetings, travel, conference rooms and conference calls.
Reviews, screens, and prioritizes incoming telephone calls and visitors.
Responds to routine inquires by determining appropriate response and providing general information; refers inquiries and directs visitors to appropriate area as needed.
Receives, sorts and reviews incoming mail.
Prepares outgoing mail and packages for shipment.
Contacts appropriate operational area to verify and coordinate shipping, handling, delivery and receiving.
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.
Performs general office functions.
Copies and distributes documents to ensure accurate and timely response.
Operates and maintains standard office equipment.
Sets-up, organizes and maintains manual and computerized files and record-keeping systems.
Maintains manual and electronic file systems as directed to ensure current and easily assessable information.
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.
Assists staff with the preparation of various reports, special projects, and informational materials.
Compiles, summarizes and formats data
Performs timekeeping functions for assigned department, including sign-off processing and updating schedules.
May provide back-up coverage to other team members to ensure continued uninterrupted operations and services.
Performs other related duties, as assigned.
Maintains a working knowledge of Trinity Health Corporate Integrity Program, Code of Ethics, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical, and professional behavior.