Employment Type:

Full time

Shift:

Day Shift

Description:

Provides administrative and clerical support to Clinical Engineering (CE) department staff under general supervision of the THCE Site Director/Manager.  Primary responsibilities include processing service calls, managing incoming phone calls, coding invoices, assisting with documenting service, adding new equipment, maintaining an Outlook calendar, assisting with timekeeping, generating PM work orders, booking travel and lodging as needed, and providing excellent communication and service to our customers.  Additional responsibilities includes providing backup coverage for our other ops coordinators as needed to ensure continued uninterrupted operations and service.

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.

MINIMUM QUALIFICATIONS

High School diploma or equivalent combination of education and experience.

At least two (2) years of related experience.  Previous experience in healthcare is desirable. Previous experience in customer service environment desirable.

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, proofreadi