Administrative Coordinator - Clinical Engineering

DCH Health System; Tuscaloosa (AL); On-site; USD 30,000 - 40,000; Full time

Job summary

DCH Health System is seeking a support staff member for their Clinical Engineering Department in Tuscaloosa, Alabama. This role involves providing personal secretarial and clerical assistance, maintaining files and correspondence, scheduling meetings, and ensuring compliance with departmental policies. Candidates must possess a high school diploma, effective communication skills, and proficiency in Microsoft Office Suite. This position is vital for the operational efficiency of the Clinical Engineering Department, promoting a collaborative work environment.

Qualifications

• At least one year of general secretarial experience preferred.
• Typing 35-wpm minimum.
• Ability to establish priorities and be organized.

Responsibilities

• Provide personal secretarial and clerical support.
• Order supplies and coordinate department mail distribution.
• Assist with department travel arrangements and expense reports.

Skills

Organizational skills

Effective communication

Microsoft Office Suite

Medical terminology knowledge

Education

High school diploma or equivalent

Office Applications Certificate

Job description

Overview

This position serves as the support staff for the DCH Health System Clinical Engineering Department. Must perform a variety of support services to help the operation and efficiency of the Clinical Engineering Department. Performs and provides personal secretarial and clerical support such as maintaining files, manuals, databases, and preparing correspondence for the CE Department, and CE Director. Screens visitors and telephone calls and conducts appropriate follow-up.

Responsibilities

• Reserves rooms, schedules meetings, catering request, and prepares memos, agendas and packets for various meetings.
• Order supplies and maintain maintenance of department equipment (copier, printers, etc.)
• Coordinate department mail distribution.
• Process incoming correspondence, reports, and other forms of written or computer communication for procedural and grammatical accuracy.
• Collect and organize staff evaluation development information.
• Assist with API entry and HR Staff requests, track PTO time/time off requests for department.
• File, organize, and check for all updates needed regarding Clinical Engineering Policies and Procedures online and/or on file.
• Provide daily calendar maintenance to resolve conflicts and prioritize requests for competing appointment times.
• Run equipment reports.
• On call reports for CMMS.
• Updating user information on ECRI, AAMI, and all Clinical Engineering Systems.
• BAA and outside facility agreement file management.
• Manage unscheduled requests.
• Assists with accounting issues/check requests.
• EOC reports as requested.
• Update monthly vehicle logs and all CE schedules.
• Efficient in Microsoft Office Suite (Excel, Word, Outlook, Power Point)
• Maintains appropriate confidentiality of hospital/patient matters.
• Maintain and revise record keeping and filing system.
• Assist with travel arrangements; reconciles travel expense reports for all members of the department
• Attend meetings and committees for the purpose of recording and/or taking comprehensive minutes/notes. This would include items for follow-up noting persons responsible.
• Coordinate Outlook calendar for the Clinical Engineering Director and sets up meetings with multi-disciplinary group of key staff.
• Provides Administrative Coordinator support for Clinical Engineering Director and all others as assigned.

DCH Standards

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook.
• Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self.
• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• All other duties as assigned.

Qualifications

High school diploma or equivalent required. At least one year of general secretarial experience preferred. Office Applications Certificate preferred. Typing 35-wpm minimum. Working knowledge of computers and various types of Microsoft software including intermediate skills with Excel, Word, Power Point and databases. Must be organized and able to establish priorities. Must be able to communicate effectively (both orally and in writing) with patients, physicians, vendors, co‑workers and administrative staff; ability to meet the public with tact, courtesy and efficiency. Must have well defined personal skills. Knowledge of medical terminology helpful. Must be able to read, write legibly, speak, and comprehend English.