Administration Coordinator Engineering

$2,000.00 Sign On Bonus

Reports to the Manager/Director, MHSB Engineering Department with dotted line to Beacon VP Facilities Construction & Real Estate (FCR). Under minimal supervision performs a variety of administrative and coordination responsibilities. Responsibilities include data entry, greeting visitors, setting up appointments, filing, record keeping, bookkeeping, managing CMMS (Computerized Maintenance Management System, department infrastructure project management, and assistance with development and management of expense and capital budgets.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Performs a variety of administrative support functions to support department needs by:

• Receiving telephone calls, greeting visitors and providing routine information as necessary.
• Operating standard office equipment and utilizing word processing, spreadsheets (Microsoft Excel) and graphics software programs to prepare a variety of items (i.e., correspondence, forms, charts, statistical tables, records, change orders, check requests, purchase orders, transmittals, financial reports).
• Assisting the Director/Manager by gathering information, preparing spreadsheets and providing any other additional follow up to ensure completion of projects.
• Contacting contractors and vendors to request work to be done or to follow up on the status of an order, the timeline for receipt and/or completion and following up until completed or received. Coordinating between user groups and contractors for projects, repairs, etc.
• Issuing and tracking Contractor badges, keys and access swipe cards.
• Preparing files, records, charts, etc.; also making labels, indexing, gathering required standard information and posting information.
• Receiving, sorting and distributing interoffice and outside mail; also photocopying various materials and making miscellaneous deliveries as requested.
• Also searching for and obtaining reports, charts, copies, etc. to complete files.
• Assisting in the day-to-day monitoring of contractor services.
• Maintaining the filing system (for example, filing, retrieving and delivering records, charts, etc.) as needed.
• Processing and tracking invoices for operating and capital expenditures. Follow up and reconciliation of invoices with Accounts Receivable and Payable.
• Assisting department staff in the day-to-day operation, maintenance, and timecard approval of the Beacon System timecard system.

Provides administrative assistance to Vice President by:

• Maintaining executive's calendar, scheduling, and arranging meetings, conference, appointments, etc.; and assuring a smooth flowing workday.
• Providing all pertinent data/material required for productive meetings, appointments and professional presentations.
• Preparing in final form from notes, dictation, rough draft, or general instructions, a variety of correspondence, forms, charts, statistical tables, and reports of a highly confidential and/or sensitive nature.
• Establishing and maintaining or directing the maintenance of record keeping and filing systems for the administrative office.
• Coordinating travel arrangements for executive, board, and medical staff members, including but not limited to, hotel, air, and automobile reservations and conference/seminar registrations.
• Preparing itineraries and other correspondence regarding travel plans and procedures. Assisting in the processing of travel expense reimbursement reports.
• Gathering data and information, performing semi-complex calculations, and summarizing information or preparing reports as directed.
• Coordinating or participating in events and projects related to executive�s area of responsibility.

Computerized Maintenance Management System (CMMS)

• Managing day to day operations of CMMS. Includes being point person between internal and external customers, managing MHSB Engineering telephone Hotline during weekdays. Entering work orders in the system. Assisting Manager/Director in the overall management of CMMS. Creating, updating, and managing department staff PM assignments. Overseeing the maintenance of all records required by regulatory organizations.
• Ensuring the preparation and maintenance of all necessary maintenance and inspection reports (i.e. mechanical, electrical, plumbing, HVAC, fire and life safety systems) in accordance with established departmental policies & procedures.
• Overseeing the operation of all mechanical, electrical, plumbing, HVAC, and security operations, through the coordination of Properties Maintenance vendors and Beacon staff.
• Maintaining quality assurance programs for maintenance.

Project Management

• Assisting Manager/Director and department staff with project management responsibilities including coordination of project schedules and budgets. Assist in developing and establishing new departmental policies and procedures.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR), and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education and Experience

The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma or equivalent. A minimum of three to four years of progressively more responsible experience (in order to gain knowledge of administrative and coordination procedures and develop organizational skills) is required.

Knowledge & Skills

• Demonstrates well-developed administrative and coordination skills. Also requires the ability to operate standard office equipment to meet the department�s needs.
• Demonstrates proficiency in basic computer skills including data entry, word processing and spreadsheets (Microsoft Office). A working knowledge of database applications is desired.
• Requires a comprehensive understanding of Beacon Health System policies, procedures and operations in order to assume semi complex administrative assignments (i.e., arranging meetings, project work, answering routine and non-routine questions and assembling background information).
• Requires basic math skills and some knowledge of accounting fundamentals.
• Demonstrates the ability to be attentive to details, the analytical and organization skills necessary to work independently on projects and plan and prioritize one�s workload, complete reports containing data from several sources and meet deadlines.
• Requires well-developed interpersonal and communication skills needed to interact and communicate effectively with a wide variety of internal and external contacts.
• Basic knowledge of applicable building codes, OSHA requirements, compliance requirements and any other applicable laws and regulations. Demonstrates basic knowledge of mechanical and electrical equipment and facilities management.

Working Conditions

• Works in office and mechanical room environments with some lifting and moving of materials.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.