Operations Coordinator in Hattiesburg, Mississippi at Forrest General Hospital

Job Summary:

The Operations Coordinator enhances construction department outcomes by supporting performance improvement activities. This person works closely with the Facility Director to ensure construction projects are managed on time and on budget. This person maintains construction project budgets prepared by the Facility and/or Construction Director for the duration of a project. The Operations Coordinator will be responsible for preparing formal project estimates from the data provided by the Facility and/or Construction Director. This person will be responsible for preparing weekly project update reports for all active projects. Performs clerical department functions, such as filing and maintaining plans and specifications, maintains electronic records for the department, prints plans and specifications for project as necessary, and other project related clerical duties. Plans, organizes, and maintains construction displays (electronic and printed) and designs departmental communication materials. Prepares all infection control permits for construction-related activities. This position promotes communication throughout the department to ensure appropriate information is reaching key personnel in a timely manner. Maintains ongoing reporting mechanisms to communicate progress to the Facility Director. Participates in organizing meetings and taking minutes. Assesses resources as appropriate to support initiatives and achieves milestones. Demonstrates the ability to be a team member. Demonstrates knowledge and skills to appropriately communicate and interact with the patients, families, and visitors of all age groups while being sensitive to their cultural and religious beliefs. Strategic goals include improving patient outcomes and experience, enhancing the culture of safety and staff/physician engagement, reducing cost without compromise to care, and improving key metrics. Reports directly to the Facility Director.

Performance Expectations:

• Consistently and accurately collects, aggregates, and reports project and facility-related data to Facility Director.
• Identifies patterns and trends in construction data by analyzing and comparing construction projects against similar projects, market trends, and other sources of reliable data.
• Identifies patterns and trends in facility data (elevator downtime, major equipment repairs, etc.) by analyzing and comparing facility data against similar facilities, market trends, and other sources of reliable data.
• Consistently provides quality customer service to staff at all levels across FGH by promptly assisting them in a timely manner when they need construction-related repair in their department. Typically accomplished by use of the “Help Desk” ticket system.
• Manages all “Help Desk” tickets for Construction Department and works with the Service Supervisor for completion of the ticket. Communicates with departments impacted by work in the area of the ticket and follows up with users after completion of the ticket to ensure all items are complete.
• Effectively performs all clerical and secretarial needs as required.
• Promotes a positive work environment with the construction team.
• Demonstrates technical aptitude for performing secretarial, general office duties and working knowledge of construction/facility terminology.
• Demonstrates the aptitude for composing and typing information along with other materials designated by the Facility Director.
• Demonstrates efficient skills in project accounting and other financial systems to assist the construction team in decision-making.
• Demonstrates the aptitude for making appointments and screening telephone calls for the Facility Director.
• Demonstrates the ability to coordinate, schedule and take minutes at designated department meetings.
• Demonstrates technical aptitude for operating telephone, fax, scanner, calculator, label printer and computer.
• Demonstrates the ability to communicate and interact with visitors, vendors, employees, contractors and management effectively.
• Demonstrates experience managing simultaneous complex initiatives crossing organizational boundaries.
• Knowledge of process improvement and project management tools.
• Ability to collaborate and interact effectively at all levels with a variety of organizational entities and personnel across disciplines, departments, and vendors.
• Maintain ongoing reporting mechanisms to communicate project and facility progress to the Facility Director.
• Efficiently, uses programs such as Lawson, Docuphase, Excel, PowerPoint, Word, Outlook and others as deemed necessary.
• Efficient in managing project budgets in Excel and communicating budgets to the Facility Director.
• Accurately audits project and facility data for reasonableness, investigates variances, and works with the Facility Director to make appropriate corrections.
• Thinks creatively, anticipates and responds appropriately.
• Orders departmental supplies and equipment as delegated.
• Able to carry out a variety of duties for departments under the supervision of the Facility Director.
• Proactively seeks opportunities to enhance knowledge and learning towards expertise.
• Helps maintain and ensure completion of all HealthStream assignments prior to the deadline for all Construction Department staff.
• Complies with the Construction Department policy.
• Follows the policies in the Employee Handbook.
• The spreading of rumors and gossip creates unnecessary turmoil, weakens working relationships, and is contrary to the spirit of the hospital and is prohibited.
• Uses “We Care” philosophy in daily communication.
• This job description is not intended to be all-inclusive; the employee will also perform other reasonably related job duties as assigned.

Qualifications:

Education/Skills:

• High school diploma or equivalent required.
• Extensive work experience or collegiate studies preferred.
• Excellent knowledge of Microsoft Excel required.
• Highly organized and able to maintain printed and electronic records.

Work Experience:

• Experience in data analysis required.
• Organization ability and strong communication skills are required.
• Minimal 2 years’ experience in project coordination and process improvement preferred.

Certification/Licensure-DUE UPON HIRE

• None

Mental Demands:

• Exceptional oral and written skills are required to relate effectively to hospital and vendor staff.
• The individual must have the ability to type and be familiar with the rules of spelling, grammar, and punctuation.
• The individual must have the ability to use a computer display station, copier, telephone, personal computer, and calculator.
• Working knowledge of construction and facility terminology is necessary.
• Effective presentation skills with the ability to prepare and communicate information to the Facility Director.