Typical pay range: $24.81 - $37.21 hourly, varies on experience.
Facilities Services - Bend, Oregon

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Office Coordinator

REPORTS TO POSITION:Facilities Manager

DEPARTMENT: Facilities

DATE LAST REVIEWED:8/21/2017

OUR VISION: Creating Americas healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENTAL SUMMARY: The facilities team provides a safe, comfortable healing environment for our patients, visitors and caregivers by keeping the facility in peak operational condition.

POSITION OVERVIEW: The Office Coordinator is responsible for planning, coordinating, and providing clerical support for Facilities Services. This position will also performs some accounting functions for the department as well as drafting and managing contracts for facilities contractors. This position does not directly manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Coordinates and plans work assignments for the hospital and offsite buildings. Processes all incoming work requests and provides customer status updates as needed. Dispatches work-orders based on priority, skillset, and staffing availability.

Drafts and manages facilities related service contracts and works with the legal team on review and approval process, in collaboration with the facilities manager. Tracks expiration dates and proactively works on renewals of contracts. Maintains current insurance verifications for all contractors and vendors.

Manages the key control process. Tracks all on-boarding/off-boarding of caregivers. Distributes and collects keys from leaders. Tracks all keys and associated key records. Follows up with leaders on issues related to key control.

Controls access to pneumatic tube system. Through on-boarding/off-boarding process, adds and removes user credentials from system software.

Manages the staff schedule, with input from facilities supervisor and manager as necessary. Acts as timekeeper for the facilities team, tracking all timecard change requests and making sure all changes are done in accordance with policies.

Performs accounting functions for the facilities department. Tracks incoming invoices and codes appropriately for payment. Prepares all accounting paperwork for final approval of facilities manager.

Tracks and manages credit card charges throughout the month. Reconciles charges with online banking system and codes expenses to appropriate cost centers. Makes sure all receipts are accounted for and properly prepared for final approval from facilities manager.

Provides clerical support and office procedures; such as: records and data management, phones, reception, filing, and correspondence for Facilities Services department.

Supports the vision, mission and values of the organization in all respects.

Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organizations corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:

Required: High school diploma or GED

Preferred: N/A

EXPERIENCE:

Required: Minimum of three years clerical or administrative assistant experience. Experience with a PC-based computer with Word, Excel, email, and data management programs.

Preferred: Previous experience with multilined-phones, handling complaints, and work orders

PERSONAL PROTECTIVE EQUIPMENT:

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

This position is seeking someone with:

• Excellent clerical and public relation skills
• Excellent customer service skills
• Knowledge of Facilities Services

PHYSICAL REQUIREMENTS:

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%): Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-25 pounds, operation of a motor vehicle.

Never (0%): Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%): Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

.

Schedule Weekly Hours:

40

Caregiver Type:

Regular

Shift:

First Shift (United States of America)

Is Exempt Position?

No

Job Family:

COORDINATOR FACILITIES

Scheduled Days of the Week:

As Scheduled (may include weekends and holidays)

Shift Start & End Time:

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