Admin Coord Engineering; EGH

Reports to the Director, Facility Services. Coordinates many functions within the Facilities department and with other hospital service and clinical departments. Assists Manager and Director with planning day to day service activities related to the department and the Associates. Key duties include and further defined below:
Administrates the Work Order program for the department, coordinates purchases, assists with project and department budgets, coordinates with other department needs, assists in maintaining the department programs and records.

• 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.

• Operate and update CMMS (Custom Maintenance Management System) program; work order system.
• Assign routine work orders timely.
• Research work orders out of scope.
• Maintain accurate inventory of current assets.
• Provide training, updates, and assistance to associates using program.
• Monitor PM completion within timelines established.
• Run CMMS reports for committees, compliance, and monitoring.
• Communicate to customers about timelines for completion of work.
• Coordinate with departments and nursing units to block rooms for maintenance work orders.
• Maintain documentation in CMMS.
• Ensures work is performed safely and completed within the scheduled time frame.
• Identifying areas of opportunity to streamline work order processes.

• Check in/out contractors with keys and name badges.
• Ensure new contractors and vendors have received facility training/orientation.
• Obtain and review quotes for service contracts and issue POs.
• As directed, obtain pricing information for Manager review.
• Facilitate contract quotes for work orders out of POM scope.
• Assist with billing issues.
• Coordinate maintenance for PM compliance as required.
• Assemble capital project documentation for submission.
• Update Manager/Director of unusual situations requiring additional assistance or support.
• Assist in communication between contractors/vendors and department associates.

• Monitor credentials to be sure staff have appropriate documentation in HR.
• Review PTO requests for vacations.
• Ensure daily, weekend, holiday associate coverage in the department.
• Process payroll; review overtime.
• Coordinate departmental training.
• Assist with troubleshooting CMMS, computer issues, general issues.
• Research, review, and obtain parts as requested by associates.
• Assist with supervision of all support staff.
• Assist department managers with capital and expense budget preparation.
• Manage and compile policy and compliance requirements for the department.
• Assist with maintaining records of repairs, calibrations, and evaluations as required for TJC, Indiana State Board of Health and other regulatory agencies as required.

• Facilitate annual departmental recognition activities.
• Monitor and direct incoming calls for the department.
• Schedule meetings and meeting rooms as requested.
• Create and assemble committee reports for management.
• Maintain office equipment and supplies.
• Process and compile meeting notes into coherent and relative minutes for distribution.
• Handle departmental mail and correspondence.

• MS office suite including Excel, WORD, outlook.
• P2P for invoice reviews, PO generations.
• IDHS online portal for Boiler and Elevator permits.
• Teletracking system for room availability.
• TJC portal for rounding work orders preparing for survey.
• phiAnalytics
  
  TM chlorine data entry.
• eOTIS for elevator repairs, safety recall testing monitoring.

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department…