Facilities Administrative Coordinator - Facilities
Under the direct supervision of and in collaboration with the Director of Facilities (DOF), this position provides administrative and secretarial support for the DOF and department. In addition to typing, maintaining files and scheduling, performs duties such as coordination of meetings, obtaining supplies, and working on special projects. Gathers, handles, and assembles confidential and mandatory regulatory information, answering and responding to phone calls and other electronic communications. Prepares meeting minutes, correspondence, reports, spreadsheets, and power points. Recommends changes in office practices, procedures, or protocol and distributes material and assignments as directed. This position will deal with diverse groups of internal and external contacts at all organizational levels and must maintain detailed records along with displaying a professional and calm demeanor. Maintains confidentially in all matters. Independent judgement is required to plan, prioritize, and organize the diversified workload. Will be responsible for assembling, organizing, maintaining, and displaying all regulatory records and licenses as may be required. Coordinates the Curry Health Network (CHN) computerized maintenance management system.
Plans and coordinates Facilities personnel daily work assignments. Assists in prioritizing service requests based on CHN objectives and available department resources. Facilitates work request intake, dispatches facility staff as necessary, accepts completed work orders and prepares CMMS reports for historical and analytical purposes. Monitors customer communication & satisfaction or concerns recording and reporting pertinent information.
Prepares purchase orders or recommendations, seeks and obtains departmental approval or CHN approval as directed. Maintains professional vendor, consultant and contractor relationships. Investigates vendor referrals and assists in developing additional vendor resources.
Maintains active status for all CHN licenses and permits as needed for the CHN and related to the Facilities Department personnel, mission and responsibilities. Ensures licenses/permits are correctly renewed in a timely manner. Ensures licenses, permits, and records are available for regulatory agencies.
Collects and records all receipts, service tickets, correspondence, and invoices generated by Facilities Department or its vendors. Collects and records all utility and services usage for the CHN. Maintains spreadsheets to record collected data as may be requested or required. Assists DOF to ensure service tickets and invoices are reconciled and accurate. Follows up with vendors as directed on billing discrepancies or other issues. Verifies service or parts are received as specified or requested.
Participates in all Environment of Care, DNV accrediting agency, Emergency Management or Jurisdiction Having Authority (JHA) survey preparation, surveys, drills, exercises, inspections, investigations, and responses as may be directed or required. Coordinates fire drill requirements and schedule, including follow up with departments for non-compliance or signed infractions recording details and actions taken.
Ensures required services are performed for regulatory agencies and maintains all necessary records. Responsible for properly maintaining Bio-Medical and Electrical Safety Inspection records for CHN. Reviews vendor communications or reports for anomalies and items of note to bring to the attention of the DOF. Reviews completed CHN generated reactionary or planned work orders and inputs repair work orders as necessary seeking DOF direction where necessary. Responsible for coordinating with the DOF the scheduling of all contracted services for any CHN service contracts or preventative maintenance agreements as managed by the Facilities Department.
Other duties as assigned by the DOF or designee to meet the needs of the department, and in accordance with Curry Health Network's Mission, Vision and Shared Values.
Minimum Education & Experience:
A high school diploma or equivalent is required.
Knowledge of building maintenance operations is preferred.
Experience with a computerized maintenance management system (CMMS) preferred.
Associate, Technical, or other degree is preferred.
Experience in a healthcare environment is preferred.
Experience with Environment of Care (EOC) is preferred.
Required Knowledge, Skills & Abilities:
Must possess a basic understanding of the definition for the phrase: Environment of Care (EOC), specifically as it pertains to hospitals and other healthcare settings as well.
Must successfully complete on-line Federal Emergency Management Agency (FEMA) trainings 100 & 200 within 90 days of employment with additional FEMA training to be assigned and ongoing.
Must be proficient with computer, iPad, and smart phone use, including but not limited to MS Office applications including Word, Excel, PowerPoint, and Outlook.
Must demonstrate the ability to communicate effectively in English, with excellent phone, written and verbal communication skills.
Must possess excellent interpersonal communication skills and demonstrate the ability to work well in a team, time constrained, and result driven environment.
Curry Health Network (a dba of Curry Health District) is comprised of a hospital and several medical clinics located on the southern Oregon coast. Curry Health Network is an Oregon special health district, a form of local government and municipal corporation that has been granted 501(c)(3) status by the Internal Revenue Service, and as such, has the exemptions and rights that such status affords.
Curry General Hospital in Gold Beach, a critical access hospital and the sole hospital in Curry County, is your community hospital; Curry Medical Practice is located in the hospital. Curry Medical West is located off-campus in Gold Beach. Curry Medical Center with primary, specialty and same day/urgent care services is located in Brookings, and Curry Family Medical serves Port Orford. Curry Health Network is committed to providing high quality health care and excellent service, close to home.
Position Type : Full Time
Shift : Day
Ref Code: 2019-004