Job Description

General Summary

Under general supervision provides administrative, financial and database support to Engineering services requiring a thorough knowledge of departmental practices and procedures. Assist in preparation and control of maintaining records, statistics and reports regarding operations, personnel changes, etc. Research, collect and prepare data for management assignments, reports and presentations. Produces routine, daily and monthly special reports. Utilize personal computer, spreadsheet applications and database management in performing tasks and clinical equipment inventory management.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Participates in maintenance of database and database procedures including the day to day integrity of data, which may include conducting weekly and monthly audit/maintenance of data to confirm use of accurate entry processes; identifying and eliminating duplicate records.
2. Maintain accurate inventory tracking, both the addition and the deactivation of clinical equipment. Understand and comply with applicable regulatory organizations and other applicable standards and regulations.
3. Performs data entry and oversees data entry processes, recommends and implements policies, procedures and guidelines for data entry when necessary. Develops and produces accurate and timely routine and special reports, and data retrieval for staff as needed, and is the point person for managing custom reporting requests.
4. Provides in-house support and training to end users in database. Identifies researches and resolves technical problems working with outside vendors/technical support as needed, and documents, tracks, and monitors problems to ensure a timely resolution.
5. Coordinates implementation of various projects working with departmental leadership.
6. Provides support for special projects and assignments. Researches, analyzes, and summarizes information and source materials for reports. Prepares data on projects and studies, updates procedure manuals or analyzes department activities.
7. Perform bookkeeping functions, expense account preparation, payroll processing, budget monitoring or other financial information monitoring/record maintenance. Reviews and verifies statistical reports, employee time sheets and other reports for completeness, propriety, adequacy and accuracy of computation prior to distribution or use. Generate and maintain all purchase orders for the departmental cost center.
8. Discuss departmental operating issues, development, implementation, review and update of written policies, procedures, and protocol to provide for optimum departmental operations and patient care. * Assists staff in formulating, communicating and interpreting policies, procedures and protocols relating to departmental procedures, instrument and equipment maintenance, and general administrative operations.
9. Receiving, logging and assigning calls for service, equipment repair, and preventative maintenance. Generate volume reports relating to calls for quality control purposes and analysis of trends. Demonstrates and observes UMMS Guest relation practices when answering the telephone and in-person inquiries when providing information to customers and staff or other relevant parties.
10. Schedules and coordinates meetings and appointments. Prepares agendas and assembles background materials. May attend meetings and prepare notes. Makes necessary arrangement for travel and performs required administrative follow-up and record keeping.
11. Sets up and maintains various department manual and computerized filing systems, particularly confidential files, in accordance with department procedures or applicable regulatory organizations record keeping requirements
12. Prepares and ensures the accuracy of a variety of materials (correspondence, memos, policies, procedures, reports, and minutes, proofreads materials, makes corrections and recommends changes. Edits and makes photo copies as needed. Collates and assembles reports, documents and various materials.
13. Composes responses to routine inquires in accordance with department procedures. Reviews and edits outgoing correspondence for format, typographical and grammatical accuracy and conformance with procedures.
14. Orders and manages inventories of office supplies. Assists in the care and maintenance of department office equipment.
15. Orders, sorts and distributes incoming and outgoing mail; prioritizes mail for department head and brings priority items to the supervisor’s attention. Responds to routine correspondence on own initiative.
16. Maintains established hospital/departmental unit policies, procedures, objectives, quality assurance, safety, environment and infection control standards.
17. Attends and participates in in-service training and various educational programs for professional growth and development. Keeps up-to-date on changes in the field.
18. Real Time Location System (RTLS) support activities: * Assist team in support of department asset location tracking system performing activities such as applying and activating RTLS asset tags to equipment and associating tag to device
    • Coordinate changing batteries on tags and system hardware components.
    • Update asset records in database to reflect tag assignments and battery changes
    • Generate RTLS reports for regulatory compliance on temperature monitoring and etc
    • Assist with software updates to the Aeroscout tracking systems
    • Support RTLS integration system with to CMMS database system
19. Performs other duties as assigned.

Qualifications

Education and Experience

1. High school diploma or GED equivalent is required. Associates Degree in a related field is preferred.
2. Four years of progressively responsible administrative experience in a healthcare setting is required.

Knowledge, Skills and Abilities

1. PC literate with advanced proficiency in Microsoft Office Suite and Internet. Proficient knowledge of computer equipment, word processing spreadsheet and database software packages and the use of various office equipment, such as photocopy machine, typewriter, and fax machine.
2. Ability to develop/implement efficient work processes, and to successfully resolve difficult, conflict-oriented situations.
3. Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service.
4. Ability to manage time and set priorities amidst multiple tasks and deadlines.
5. Demonstrated ability to establishes and maintain courteous and effective relationships, and demonstrate sensitivity and awareness of customer needs; when dealing with patients, co-workers and healthcare staff.
6. Demonstrated ability to show initiative to problem-solve a wide variety of complex issues. Use resourcefulness in researching various documents, department information screens or other resources to problem-solve in handling telephone and in-person inquires.
7. Highly proficient filing, organizing and proper English usage skills are required.
8. Ability to work with minimal supervision in a busy office setting.

Working Conditions

1. 1. Weekend, shift work, holiday, on-call, and overtime may be required.
2. 2. Work is performed in a normal, office environment.

Additional Information

All your information will be kept confidential according to EEO guidelines.