Department (Engineering) Coordinator

The Engineering Coordinator works under the direction of the Facilities Director on departmental and/or organizational issues. The Coordinator contributes to the efficient operation of the Facilities Division; which includes Engineering, Bio Med Engineering, and Project Management, by providing administrative support of an advanced nature. This position demands critical insight to daily activities, while assisting in developing and implementing procedure improvements, and to ensure accuracy and patient and staff comfort. Also, performs other duties as assigned

1. Maintains accurate work order records by data entry, tracking, sorting, closing, copying, distributing and filing material and compiling reports from available records. Generates reports on work order status for both open and closed work orders.

2. Maintains Preventive Maintenance (PM) program by data entry, sets PM schedules, assists the department chiefs with the distribution PMs to appropriate staff, tracks, enters pertinent information into data base, closes and files materials.

3. Acts as the key administrative user for the computerized maintenance management system (CMMS) relative to changes and improvement to the system as well as provide user training as needed (super user).

4. Researches equipment, parts and materials, prepare Purchase Order Requisitions, places and tracks orders, and maintains inventory for the Facilities Division. Assists with the reconciliation of procurement invoicing for materials and service purchased.

5. Maintain and manage all Engineering invoices received in the Engineering email inbox by ensuring each invoice has a valid PO. If a PO is not included, research and resolve the discrepancy prior to processing. For Construction invoices, route for proper coding and approval, then forward to Accounting for payment processing.

6. Assists with HazMat documentation by scanning Hazmat Greenline manifest documents into the shared file and forwarding them to the Safety Department. Maintains the grease trap manifest in the Engineering binder and coordinates the monthly service.

7. Supports the water management program with data aggregation and committee meeting facilitation.

8. Operates various computer software programs (including but not limited MS Word, Excel, PowerPoint) pertinent to and in support of Facilities Division.

9. Assists the Facilities Director and Assistant Chief with maintaining staff work schedules.

10. Assists the Facilities Director with the policy management to include the generation, editing and tracking of policies for the department.

11. Assists the Facilities Director and department chiefs with the ongoing administrative management of contracts using the WSS system.

12. Attends various meetings as assigned, records, prepares and distributes minutes accurately and in an appropriate time.

13. Provides administrative support to the Room Commander room scheduling and setup system.

14. Performs general receptionist duties for the department, including answering, screening and referring telephone calls, maintaining the calendar and taking messages for the Facilities Director.

1. Education: Work requires a high school diploma or GED required. Bachelors degree preferred.

2.Experience: Three (3) years Productarial/administrative experience in an office. Proficient typing and operation of standard office equipment. Experience in dealing with customers (i.e.: staff, patients, and physicians). Skills in personnel management theories, principles, practices and techniques are desirable. Knowledge of budget preparations, monitoring and control.