Administrative Assistant

Requisition ID
2021-165563
Employment Type
Full Time
Department
Clinical Engineering
Hours / Pay Period
80
Shift
Day
Standard Hours
Mondy - Friday (7:00am - 3:30pm)
Facility / Process Level : Name
CSH Clinical Engineering
Location
NE-OMAHA

Overview

CommonSpirit Health was formed by the alignment of Catholic Health Initiatives (CHI) and Dignity Health. With more than 700 care sites across the U.S. & from clinics and hospitals to home-based care and virtual care services CommonSpirit is accessible to nearly one out of every four U.S. residents. Our world needs compassion like never before. Our communities need caring and our families need protection. With our combined resources CommonSpirit is committed to building healthy communities advocating for those who are poor and vulnerable and innovating how and where healing can happen both inside our hospitals and out in the community.

Responsibilities

Bringing subject matter knowledge and expertise in healthcare, the Clinical Engineering Administrative Assistant will provide broad program coordination and support to the Clinical Engineering programs, customers and support teams.  Performs complex, specialized function-related administrative tasks with little to no supervision.  

Training and Onboarding (10%)

  • Onboard new employees by familiarizing them with the facilities, staff, Kronos, Team specific Programs such as TEAM, Worday, etc.)
  • Ensure all logins are received/created for necessary systems
  • Departmental orientation

Service Contracts/Contract support (10%)

  • Work with Clinical Engineering leadership to enter new contract requests, revisions or renewals in appropriate systems
  • Work with vendor to ensure terms are accurate and agreeable (this includes working with HPG or legal as necessary)
  • Ensure appropriate PO creation and billing/payment terms (make sure billing is accurate and payments are set-up appropriately in the respective program)

Vendor relationships (15%)

  • Coordinate vendor visits to markets (ensure market staff are aware of visit)
  • Ensure Field Service Reports or other necessary documentation is received
  • Ensure terms of agreement/service are met
  • Coordinate regular business review meetings for market and division leadership with vendors

Work Order Coordination (50%)

  • Create/assign work orders
  • Work scheduling as appropriate 
  • Be liaison between CE team and market customers
  • Assign PM work orders and CM work orders as appropriate understanding the skill sets of technicians and productivity requirements
  • Data entry into CE database and other software programs for work orders, purchase orders, equipment updates, etc.

Financial reporting (Open PO reports, variance reports, accruals, etc.) (15%)

  • Assist CE leaders with reviewing regular financial reports to ensure compliance and timeliness
  • Review open PO reports to assist in obtaining and processing invoices, review variance reports for resolutions, etc.
  • Billing discrepancy - Ensure proper discounts received, credits, etc. and ensure contract compliance for parts and services purchased (as appropriate)
  • Other duties as assigned

Qualifications

  • High School diploma or GED required (Associates degree preferred). 
  • Minimum (3) years of program, department, and coordination of healthcare required.
  • Outstanding computer skills to include Google Workspace: (Docs, Sheets, GMail, Drive, Slides, Chat), Zoom, and Web-based CMMS preferred

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