Facilities Coordinator

Location: Washington, DC
Date Posted: 03-13-2018
This position is responsible for coordinating the tracking and progress of work orders and contracts related to the renovation and enhancement of Hospital facilities. Assists Facilities Management in providing overall facilities support and service to Hospital departments and administrators including but not limited to: the department’s staff time coordination and Facilities Management purchases and procurement activities.
  • Interacts internally with interface with Executive Management, Hospital Management, the Safety Manager, the Architect, and all technical staff.
  • Interacts externally with health organizations, contractors, vendors, architects and engineers to maintain an efficient working relationship
  • Coordinates and follows up on on-going requests for services, repairs, supplies and equipment as requested by hospital departments and provides Status Reports to the Director of Facilities, as requested.
  • Coordinates, and follows through to completion, activities such as office re-configurations, moving furniture (with the support of appropriate staff), and building maintenance and repair activities when this primarily includes scheduled maintenance.
  • Immediately responds to complaints for services, repairs, equipment, supplies, etc., when those activities require meeting rapidly changing and relatively unpredictable demands for services and frequent need for unscheduled maintenance due to worn or constantly overtaxed facilities/equipment or supplies. In circumstances where content expertise is necessary, defers to the appropriate manager and/or expert.
  • Plans the delivery of required operational support activities, maintenance activities, repairs, replenishment of critical supplies.
  • Assists in determining operating and maintenance or service requirements, forecasts material and manpower needs, organizes and coordinates required or requested resources and evaluates the effectiveness of meeting demands by conducting physical inspections.
  • Anticipates needed actions or the consequences of in-action and solicits the ideas and suggestions of hospital staff relative to improving existing services.
  • Participates in project assignments and special studies on broad internal and external issues and problems.
  • Assumes the delegated responsibility to respond to inquiries and requests for action by the Director of Facilities and others as requested by the Director of Facilities. This may require direct coordinating with related hospital divisions and/or sections.
  • Assists in the arranging of transport needs as requested by Hospital Executive staff. (Such transport is restricted to members of the Executive Leadership Team).
  • Inputs work orders.
  • Tracks all work orders to completion.
  • Manages all communications with customers.
  • Generates purchase orders for all routine and project materials in Lawson system.
  • Provides staffing analysis leading to operational efficiencies and cost reductions.
  • Assists in preparing and executing successful Joint Commission and DC Department of Health surveys.
  • Responsible for all departmental timekeeping/payroll.
  • Assists in identifying problems with facilities in terms of functioning and appearance.
  • Assists the Director of Facilities in providing overall facilities support and service to the Hospital.
  • Promotes adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics and the Health Sciences Standards of Conduct.
  • Attends annual and periodic mandatory Compliance Program training including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training.
  • Participates in activities that promote adherence to federal healthcare program requirements.
  • Actively participates in Health Sciences Compliance Program activities.
  • Adheres to the requirements of the HIPAA Privacy Policies and Procedures.
  • Maintains confidentiality of patients, families, and staff.
  • Assumes other duties and responsibilities that are related and appropriate to the position and area.  The above responsibilities are a general description of the level and nature of the work assigned to this classification and are not to be considered as all-inclusive.
  • Ability to coordinate special projects, as assigned, with cross-organizational or programmatic lines and to coordinate the work of several areas throughout the hospital.
  • Exceptional adaptability and special skills in planning.
  • Ability to act quickly and to withstand considerable and continuing pressure.
  • Ability to express ideas in a clear and concise manner.
  • Ability to gain the cooperation of others toward the completion of work as directed by the Director of Facilities.
  • Ability to recognize deficiencies and to determine the need for action, corrective or otherwise.
  • Personal computer skills to include the use of software such as Microsoft Office Suite, Lawson, Kronos,  and Computerized Maintenance Management Systems (CMMS).
  • Competence in both oral and written English.
  • Ability to establish and maintain effective and harmonious work relationships with staff, physicians, Hospital and University officials, and the general public.
  • Must demonstrate collaboration; accountability; respect; excellence; and service.
  • Works with team members and peers in and outside of their immediate work group to create an exceptional experience for patients, students and other visitors; looks for ways to achieve departmental/institutional results by partnering.
  • Accepts responsibility for his/her actions to provide health care and or ancillary functions in a highly efficient and compassionate manner.  The employee must function as a Steward (Have Ownership) of the Howard values that foster a commitment to improving the patient and student experience, organizational efficiency and the environment.
  • Embraces diversity; cares holistically for those we serve; treats all as we would like to be treated; manages the patient’s right to privacy with meticulous care 100% of the time and keeps patient and proprietary information about the institution confidential.
  • Anticipates the patient’s and student’s needs, presents as a model representative of the institution and maintains high standards of care while striving to improve performance and create exceptional experiences for our customers.
  • Behaves in a friendly, resourceful and professional manner towards all they encounter; treats patients, students and visitors in the same way that they would want their family members or themselves to be treated.
  • Bachelor's Degree in Business Administration, Healthcare Administration or related field preferred.
  • Three (3) years of progressively responsible Project Management work experience in a Hospital or healthcare facility.
  • In lieu of a Bachelor's Degree in Business Administration, Healthcare Administration, or related field, five (5) years’ experience managing an administrative support or clinical services support program in a hospital or healthcare facility.
Must be able to stand, walk, sit, lift (12-251bs), write, type, file, speak, hear, see (depth perception, color vision), calculate, compare, edit, evaluate, interpret and organize for extended periods of time.
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