Facilities Compliance and Operations Coordinator

Trinity Health; Springfield (MA); On-site; USD 52,000 - 83,000; Full time

Benefits offered by this job

Career growth potential

Award-winning Patient Access Dept.

Mission and Core Values

Job summary

Trinity Health Of New England’s Mercy Medical Center is seeking an organized administrative professional to manage complex reporting, regulatory tasks, and department operations within the Plant Operations group.

You will support Joint Commission readiness, life-safety documentation, and system-wide reporting while coordinating with executives, medical staff, and vendors. A careful, proactive communicator with Lean awareness will thrive in this role.

Qualifications

• Bachelor's degree required, or evidence of continuous matriculation with completion within four years.
• Three years' experience with increasing responsibilities.
• Strong computer skills including Microsoft Office; knowledge of Time and Attendance and Ordering systems preferred; Lean or Six Sigma experience preferred.
• HIPAA knowledge and healthcare concepts; professional, respectful demeanor.

Responsibilities

• Prepare complex administrative reports, presentations, and rosters.
• Assist with Joint Commission and regulatory compliance duties and life safety documentation.
• Lead Facilities Work Order management: design/configuration, scheduling, reporting, and customer survey analytics.
• Interact with executives, medical staff, and others to obtain or relay information and arrange meetings.
• Maintain filing systems and organize department records and documents.
• Develop department scorecard reporting; assist with vendor invoices and approvals.
• Support Director in high-priority projects and provide administrative support.

Skills

Interpersonal skills

Leadership

Decision-making

Team player

Microsoft Office

Time and Attendance systems

Ordering systems

Education

Bachelor's degree

Tools

Microsoft Office

Time and Attendance

Ordering systems

Job description

Employment Type:Full time

Shift:Day Shift

Description:Come join the Plant Operations team at Mercy Medical Center, part of Trinity Health Of New England! We are a member of the nationwide Trinity Health family, bringing compassionate care to our communities.

Position Purpose:

Under the direction of the Director, plans and manages administrative and operational activities for the office. Relays confidential information, gathers and interprets information to develop complex reports. Provides oversight and guidance to projects of high importance. Represents the department in resolving problems, the exchange of information, and the interpretation of departmental policies and procedures. Maintains a wide degree of responsibility. Offers strong project management skills and the ability to work successfully with and across departments with competing priorities.

What you will do:

• Prepares complex administrative reports, presentations, statements, rosters, etc.

• Assists the Director with Joint Commission and other regulatory compliance, documentation, and other related regulatory duties. Supports all aspects of Environment of Care and Joint Commission standard compliance, including the document preparation and maintenance for survey. Participates in meetings and activities to support life safety documentation as required.

• Provides leadership of the Facilities Work order management system. Responsibilities will include overall design and configuration of the system, scheduling and coordinating all active work assignments to trades professionals, developing standard reporting packages that quantify department and individual performance, as well as sending out and calculating customer satisfaction survey responses.

• Interacts frequently with a wide variety of personnel including executives, medical staff and/or outsiders in a professional and efficient manner to obtain or relay information, arrange meetings, gather data, etc.

• Answers inquiries concerning departmental activities, operations, policies and procedures. Develops, maintains, revises recordkeeping and filing systems, and classifies, sorts and files, various correspondence, records and other documents.

• Responsible for the development of the department's scorecard reporting responsibilities; notifies manager of errors. Works with Purchasing and Accounts Payable investigating invoices and purchase orders. Supports the ordering of parts or services, the approval of department invoices for repairs and service, and maintains reports to track payments to vendors.

• Supports the Director in any and all efforts

• Provides administrative support to projects of high importance to the Director.

Minimum Qualifications:

• Bachelor's degree required, or will accept evidence of continuous matriculation, with Bachelor's degree completion within four (4) years.

• Work requires a minimum of three (3) years' experience providing an increasingly responsible range of duties and authority.

• Experience and judgment to plan and accomplish goals; strong computer skills including the use of Microsoft Office applications; knowledge of Time and Attendance and Ordering systems preferred, robust interpersonal, leadership, organizational, and decision-making skills, as well as strong team player. Experience in Lean or Six Sigma performance Improvement initiatives preferred.

• Keen understanding of HIPAA rules and regulations. Demonstrates expertise in a variety of healthcare concepts, practices, and procedures. Professional, respectful and compassionate demeanor.

Working Conditions:

• Requires working in a normal office environment. Requires regular use of a computer or similar device, electronic equipment, etc. Minor lifting between 11-24 lbs., carrying 11-24 lbs. and/or pushing 35-50 lbs.

• Must be able to set and organize own work priorities and adapt to them as they change frequently. Must be able to work concurrently on a variety of tasks/projects in an environment that may be stressful with individuals having diverse personalities and work styles.

• Must possess the ability to comply with Trinity Health policies and procedures.

Position Highlights and Benefits

• Full-Time, 40 Hours- Rotating Shift

• Our Mission and Core Values

• Career growth and advancement potential

• Award-winning Patient Access Department

Pay Range: $24.85- $39.75

Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.

We are a group of primary care providers, specialists and surgeons serving patients in Connecticut and western Massachusetts. Part of Trinity Health Of New England, we offer primary care, specialty care, surgery, urgent care, rehabilitation, and imaging and lab services for thousands of patients every year.

Ministry/Facility Information

Trinity Health Of New England is an integrated health care delivery system that is comprised of world-class providers and facilities dedicated to full spectrum preventative, acute, and post-acute care. We aim to deliver top level care to increase our community's overall health at lower costs. While we serve nearly 3 million people, we are proud to be a part of a national system that focuses on putting our patients first and having the best colleagues to do so.

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.