Operations Coordinator Outpatient (Full Time, Days)

Job Summary

Under the leadership of the Operations Manager, the Operations Coordinator coordinates the day-to-day facilities, building, and safety operations of the Outpatient Center.  Provides clerical and administrative support to the Operations Manager. Performs administrative duties in support of the facility and supervises vendors. Responsible for center wide communication and coordinating events with all departments within the facility and other appropriate hospital departments.

Job Specific Duties

• Serves as a liaison/main point of contact for Outpatient Center for other departments including: Security, Plant Operations, Clinical Engineering, Environmental Services, Material Services, Fiscal, Construction, Marketing, Talent Management, and vendors. 
  
• Coordinates the day-to-day operations of the facility as they relate to safe environment of care. Supervises vendors (when applicable) and their schedules. Coordinates coverage with private agency, as needed.
  
• Coordinates all maintenance, repairs, deliveries, and important activities, for all facility upkeep. Works with NCHS staff and outside vendors to ensure the completion of facility repairs, improvements, and inspections.  
  
• Conducts monthly EOC rounds of the entire facility ensuring the facility meets guidelines according to NCHS and other governing agencies. 
  
• Ensures quarterly Environment of Care department findings are resolved within the allowed time frame. Works with corresponding County Fire Department and fire monitoring company to ensure standards are being met.  Ensures Fire Drills per hospital guidelines and Fire Watches are conducted as needed. 
  
• Tracks and processes permits and renewals to ensure all are current. 
  
• Supports with local activities for the promotion of NCHS, when appropriate. Works with Marketing and Risk Management departments to ensure appropriate liability is provided for facility activities. 
  
• Responsible for purchasing and A/P processes related to the outpatient center. Prepares and assists in financial plans, bank deposits, and budgets. Works with Contract Management to ensure contracts are kept current.
  
• Assists Operations Manager with monthly expenses and invoice tracking.  Communicates gaps and discrepancies with vendors to ensure timely billing and processing. 
  
• Facilitates the planning, organization, and activities of the facility to ensure efficient and effective workflow coordination. Communicates center wide or departmental activities, important updates, celebrations, etc. 
  
• Provides clerical support, greets & assist visitors, schedule & maintains calendars.
  
• Coordinates and follows up with private Environmental Services vendor (EVS) to ensure cleanliness and infection prevention needs are being met for a safe, clean, and comfortable environment for patients, their families and employees.
  
• Assists the Operations Manager with special projects, organizes meetings, coordinates center wide or departmental events, conferences, and other special events. 
  
• Responsible for maintaining par levels and ordering all office, EVS, facility, PAS and all other supplies to ensure smooth operations.  
  
• Conducts Life Safety orientations for new PAS employees and vendors.
  
• Supports Operations Manager with edits of KRONOS transactions in a timely manner and within established guidelines, as demonstrated with minimal edits by payroll department. 

Minimum Job Requirements

• 2-4 years of administrative support experience
  
• Highly proficient in Microsoft Word, Excel, PowerPoint and Outlook required

Knowledge, Skills, and Abilities

• AA degree preferred.
  
• Able to adapt and react calmly under stressful conditions.
  
• Able to react effectively to unplanned circumstances and demands in an outpatient center setting.
  
• Able to prioritize, handle multiple concurrent assignments, set priorities, and meet deadlines.
  
• Excellent attention to detail.
  
• Strong problem-solving skills.
  
• Able to work effectively in a team environment.
  
• Able to work independently and flexibly with minimal supervision.
  
• Able to represent department/function in a professional, courteous and efficient manner with customers – physicians, patients and families, staff members, other hospital personnel and vendors.
  
• Ability to communicate effectively, verbally and in writing.
  
• Able to maintain confidentiality of sensitive information.