Operation Coordinator-EVS

Minimum Education
Bachelor's Degree (Required)

Relevant experience beyond the minimum required work experience may substitute for the educational requirement on a 1-to-1 ratio (i.e. one year of relevant work experience equals one year of required education) (required)

Minimum Work Experience
3 years (Required)

Required Skills/Knowledge
Excellent customer service skills required. Strong analytical, organizational, interpersonal and customer service skills required. Must have ability to prioritize, delegate and manage multiple responsibilities. Proficient with Microsoft Word and Microsoft Excel skills. Ability to create Power Point presentations. Demonstrates advanced knowledge of office and clerical skills. Access Database skills preferred.

Functional Accountabilities
Communications and Office Administration

• Coordinate and schedule office appointments, meetings and conferences with other CNH departments and external customers; answer, respond, take and distribute messages of incoming phone calls; open and distribute mail and special delivery packages for Director and/or Managers; create productive relationships with key Staff in identified departments.

• Lead, facilitate and/or participate actively on assigned project teams; ensure complete and accurate minutes; facilitate follow-through for action items.

• Analyze operational projects (e.g., Hospital systems, benchmarking, research) through internal and external data sources and report effectively to management and team members.

• Update and maintain the integrity of manuals and communicate any changes to staff.

• Type and proof office correspondences, memorandums, letters and reports; draft responses to correspondences; copy, file, distribute and retrieve faxes, reports and other related documents

• Explore new methods of improving operations; work with management team to gain acceptance and support implementation efforts; communicate operational issues and progress toward goals to other members of the management team.

Operations and Systems Management

• Complete travel arrangements and travel reimbursement requests.

• Develop and implement systems to audit non-salary expenses, including capital equipment and supplies; coordinate and maintain systems for an accurate and up-to-date unit census.

• Maintain filing system, office supplies and equipment; prepare requisition orders, assist with the preparation of department financial budgets and variance reports; maintain and replenish office supplies and equipment; prepare and type purchase orders; complete and distribute standard office forms.

• Manage relevant databases and promote security of information; develop and maintain systems to ensure confidentiality and integrity of staff records in compliance with hospital policies, procedures and standards.

• Contribute to the development of policies, procedures and systems that assure the effective functioning of the unit; assure that information for billing and reporting is accurate, consistent and complete; produce and maintain management data related to operational needs and projects.

• Work with managers to create systems to efficiently produce data reports; prepare graphs and charts for Director as requested; assist with research initiatives as directed; gather relevant articles from Literature Searches as requested.

• Responsible for purchasing all supplies for Environmental Services and the Linen Department. Work with all Buyers and Procurement Operations Manager to ensure seamless purchasing operations. Acts as liaison between the organization and the Purchasing Department. Manages and approves requesters for respective organizational departments. Monitors and enforces procurement related policies and procedures.

• Manage CMMS Supporting end-users will include but is not limited to setting up dashboards, creating and testing queries, lists, and canned reports, creating data exports to move data from one system to another, and troubleshooting error messages, Supporting end-users will include but is not limited to setting up dashboards, creating and testing queries, lists, and canned reports, creating data exports to move data from one system to another, and troubleshooting error messages.

• Waste paperwork- Create folders, pull signed paperwork from stericycle website and put together for all waste from Children's National Hospital and all offsite DC Locations)

• Assists with management of open requisitions, open purchase orders and sourcing workbenches.

• Acts as liaison between department and Supply Chain Purchasing department.

Environment/Safety

• Establish unit/environment surveillance systems, ensure problems are resolved and prepare unit safety report as required; maintain unit compliance with the fire and safety standards in collaboration with the Safety Committee.

• Survey unit structural appearance and institute repairs in concert with Managers.

• Ensure that staff has equipment needed to perform daily assignments.

Project Coordination

• Develop and participate in projects to enhance operations; assist, as needed, with coordination and completion of projects related to department operations.

• Participate in strategic planning and develop quality improvement programs to enhance efficiencies, reduce costs and consistently improve customer service.

• Assist in the overseeing and completion of specific projects (i.e., stripping and refinishing of floors, etc.); works with project crews to set priorities.

• Assist Director in the preparation of manuscripts for submission for publication and assist with Department Grant Applications.

• Manage building and testing application database CMMS.

• Manage in end-user training CMMS.

• Manage reporting databases CMMS.

• Work with Materials Management to continuously review contracts/services for competitive pricing opportunities.

Human Resources

• Participate in the orientation of new employees and assist with training of existing staff in new systems and technology; assist in hiring of support staff.

• Maintain and process employee time cards and attendance records; submit staff payroll according to existing payroll practices and procedures.

• Coordinate staffing schedules within unit specific guidelines.

• Coordinate administrative, clerical and ancillary activities within departments.

• Maintain all EVS and Linen, HR related, and service center records.

• Manage the Overtime posting, update tracker, Approved, Check Kronos for shift worked.

• Assist with Corrective actions, Track occurrence per SEIU, write 1st, Suspension, and submit for ter

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things

• Make appropriate decisions, using sound judgment

Organizational Accountabilities
Organizational Accountabilities (Leader)
Deliver

• Set and clearly communicate team goals and priorities in alignment with departmental goals and budgets

• Develop the budget and assign resources to meet the team goals

• Provide the resources and guidance required for employees to perform effectively

• Develop procedures to ensure high safety and quality, and course-correct as needed

• Identify customers' needs and ensure service excellence in meeting those needs

Engage

• Be the link between the department and the team in defining the strategies to meet team goals

• Provide prompt and clear feedback to staff and support their performance

• Ensure team adherence to organizational regulations

• Manage the working environment to promote productivity and motivation

• Represent the team in clearing obstacles to high performance

• Hire staff and develop their capabilities

• Monitor and promote strong employee engagement

Grow

• Encourage and share new ways of making the right work easier to do

• Recognize and share incremental improvements in operations

• Promote the success of organizational and department initiatives by clearly aligning programs to the mission