Facilities Compliance and Operations Coordinator

Trinity Health Of New England; Springfield (MA); On-site; USD 71,635,000 - 113,845,000; Full time

Benefits offered by this job

Full-Time

40 Hours per week

Rotating Shift

Career growth potential

Equal Opportunity Employer

Job summary

Trinity Health Of New England's Mercy Medical Center is seeking an experienced Administrative Operations Specialist to plan and manage office activities within Plant Operations. You will prepare complex reports, coordinate regulatory compliance, and support life safety documentation, while collaborating across departments.

The role emphasizes project management, data analysis, and efficient handling of purchasing, invoicing, and vendor payments, with a rotating day shift and full-time hours.

Qualifications

• Bachelor's degree required, or evidence of continuous matriculation with degree completion within four years.
• Minimum of three years' progressively responsible experience.
• Strong PC skills including Microsoft Office; knowledge of Time and Attendance and Ordering systems preferred; leadership and teamwork.
• HIPAA knowledge and healthcare concepts; professional, respectful demeanor.

Responsibilities

• Prepares complex administrative reports, presentations, rosters, etc.
• Supports Joint Commission and regulatory compliance; life safety documentation.
• Leads Facilities work order management, reporting, and surveys.
• Interacts with executives, medical staff, and others to gather data and arrange meetings.
• Maintains recordkeeping systems and handles invoices and vendor payments.

Skills

Project management

Microsoft Office

Time and Attendance systems

Ordering systems

Interpersonal skills

Lean Six Sigma

Education

Bachelor's degree

Tools

Joint Commission documentation tools

Job description

Employment Type:Full timeShift:Day ShiftDescription:

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.