Overview
Administrative Analyst Jobs in Farmington, UT at Hope and Henry
Reports to the Director, Facility Services. Coordinates many functions within the Facilities department and with other hospital service and clinical departments. Assists Manager and Director with planning day to day service activities related to the department and the Associates. Key duties include and further defined below: Administrates the Work Order program for the department, coordinates purchases, assists with project and department budgets, coordinates with other department needs, assists in maintaining the department programs and records.
MISSION, VALUES and SERVICE GOALS
MISSION: We deliver outstanding care, inspire health, and connect with heart.
VALUES: Trust. Respect. Integrity. Compassion.
SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.
Maintains Work Order Management Software (provide the seamless operation of the CMMS program in order to promote ongoing effective customer service)
Operate and update CMMS (Custom Maintenance Management System) program; work order system.
Assign routine work orders timely.
Research work orders out of scope.
Maintain accurate inventory of current assets.
Provide training, updates, and assistance to associates using program.
Monitor PM completion within timelines established.
Run CMMS reports for committees, compliance, and monitoring.
Communicate to customers about timelines for completion of work.
Coordinate with departments and nursing units to block rooms for maintenance work orders.
Maintain documentation in CMMS.
Ensures work is performed safely and completed within the scheduled time frame.
Identifying areas of opportunity to streamline work order processes.
Coordination of Contractors and Vendors
Check in/out contractors with keys and name badges.
Ensure new contractors and vendors have received facility training/orientation.
Obtain and review quotes for service contracts and issue POs.
As directed, obtain pricing information for Manager review.
Facilitate contract quotes for work orders out of POM scope.
Assist with billing issues.
Coordinate maintenance for PM compliance as required.
Assemble capital project documentation for submission.
Update Manager/Director of unusual situations requiring additional assistance or support.
Assist in communication between contractors/vendors and department associates.
Manager and Associate Assistance and Coordination
Monitor credentials to be sure staff have appropriate documentation in HR.
Review PTO requests for vacations.
Ensure daily, weekend, holiday associate coverage in the department.
Process payroll; review overtime.
Coordinate departmental training.
Assist with troubleshooting CMMS, computer issues, general issues.
Research, review, and obtain parts as requested by associates.
Assist with supervision of all support staff.
Assist department managers with capital and expense budget preparation.
Manage and compile policy and compliance requirements for the department.
Assist with maintaining records of repairs, calibrations, and evaluations as required for TJC, Indiana State Board of Health and other regulatory agencies as required.
Office/Clerical (Assists with maintaining smooth functioning and efficient office environment)
Facilitate annual departmental recognition activities.
Monitor and direct incoming calls for the department.
Schedule meetings and meeting rooms as requested
Create and assemble committee reports for management.
Maintain office equipment and supplies.
Process and compile meeting notes into coherent and relative minutes for distribution.
Handle departmental mail and correspondence.
Computer/Software knowledge MS office suite including Excel, WORD, outlook
P2P for invoice reviews, PO generations.
IDHS online portal for Boiler and Elevator permits.
Teletracking system for room availability.
TJC portal for rounding work orders preparing for survey.
phiAnalyticsTM chlorine data entry.
eOTIS for elevator repairs, safety recall testing monitoring.
ORGANIZATIONAL RESPONSIBILITIES
Associate complies with the following organizational requirements:
Attends and participates in department meetings and is accountable for all information shared.
Completes mandatory education, annual competencies and department specific education within established timeframes.
Completes annual employee health requirements within established timeframes.
Maintains license/certification, registration in good standing throughout fiscal year.
Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
Adheres to regulatory agency requirements, survey process and compliance.
Complies with established organization and department policies.
Available to work overtime in addition to working additional or other shifts and schedules when required.
Commitment to Beacon’s six-point Operating System, referred to as The Beacon Way:
Leverage innovation everywhere.
Cultivate human talent.
Embrace performance improvement.
Build greatness through accountability.
Use information to improve and advance.
Communicate clearly and continuously.
Education and Experience
The knowledge, skills and abilities to perform job functions outlined above are normally acquired through experience gained within a Facilities or related department. Minimum of five year’s relative experience is required. Minimum education required; High School diploma. Post high school education is preferred within a field of studies commensurate with indicated job functions.
Knowledge & Skills
Must have above average interpersonal skills and ability to communicate verbally and through written instructions.
Must have a positive mental attitude.
Creativity in problem solving.
Accuracy and proofreading skills are important.
Must be tactful, discreet and maintain confidentiality of various information.
Must be able to relate to and establish good working relationships with various contact groups.
Working Conditions
May be exposed to undesirable working conditions including breathing of various solvents, glues and dust.
Must utilize proper safety equipment.
Physical Demands
Requires the physical ability and stamina to perform the essential functions of the position.
Location: Beacon Health System · EGH Engineering
Schedule: Full-time, Day, M-F 7:00 – 3:30
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Title: Administrative Analyst
Company: Hope and Henry
Location: Farmington, UT
