Inspired by faith. Driven by innovation. Powered by humankindness. CommonSpirit Health is building a healthier future for all through its integrated health services. As one of the nation’s largest nonprofit Catholic healthcare organizations, CommonSpirit Health delivers more than 20 million patient encounters annually through more than 2,300 clinics, care sites and 137 hospital-based locations, in addition to its home-based services and virtual care offerings. CommonSpirit has more than 157,000 employees, 45,000 nurses and 25,000 physicians and advanced practice providers across 24 states and contributes more than $4.2 billion annually in charity care, community benefits and unreimbursed government programs. Together with our patients, physicians, partners, and communities, we are creating a more just, equitable, and innovative healthcare delivery system.

This is an IN OFFICE role based in Chattanooga, TN. Not considering remote candidates at this time. 

Job Summary / Purpose

Bringing subject matter knowledge and expertise in healthcare, the CE Senior 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.  

Essential Key Job Responsibilities

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 regional 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

Required Education and Experience:

• Associates Degree required
• Four (4) years of administrative experience or six (6) years of administrartive experience in lieu of degree
• Outstanding computer skills to include Microsoft Office tools; proficient in Excel, PowerPoint, Word, Live Meeting, SharePoint, Web-based CMMS preferred