Program Assistant II - Safety Department - Colorado Mental Health Hospital in Fort Logan

Job Title

This position will report entirely in-person. This position will include actively moving and performing tasks in various locations throughout the hospital.

About this Position:
This position is being filled to support the needs of the growing Safety Department. The role serves as a benefit across the hospital in supporting hospital operations via the Safety Department and Support Services and works under the direction of the Chief Support Services Officer at CMHFL and provides administrative, and technical program support and management in areas of time assistance;

PAF generating, tracking, and reconciliation. This position assists in staff scheduling, department meeting notes, and management of employee files.

Primary

Job Duties:

Office Management Safety Department:

• Fully operational Program Assistant for the Safety Department. Develops, plans, and implements procedures to ensure that workload, operational requirements, deadlines, guidelines, and expectations are being met by the Safety Department.
• Manages multiple Google calendars, provides administrative support to the Director of Safety, maintains departmental spreadsheets and documentation, and develops database innovations as necessary.
• Develops and maintains filing systems for personnel, including confidential personnel files, ensuring that training records, performance plans/evaluations, and other needed information are current.
• Assists with inputting and tracking PAF movements in eClearance as required to aid the Director of Safety and Chief Support Services Officer.
• Provides timekeeping functions utilizing the KRONOS system. Supports the office by answering communications and anticipating customer needs in responding to requests for information, maintaining office supplies, and initiating work orders.
• Provides meeting notes and agendas for Safety Department meetings in collaboration with Department leadership.
• Works with the CFO's office on appropriate coding strings for procurement, PCard purchases, reallocation purposes, and completion of receiving reports as indicated for business needs.
• Manages Safety Department uniform and supply inventories. Tracks, anticipates needs, sends email reminders, and phone reminders, or physically obtains data and information as needed, and inputs necessary data into monthly required spreadsheets and/or other databases, including KRONOS and E-Clearance.
• Briefs the Director of Safety and Chief Support Services Officer so that they are made aware of any concerns or discrepancies in practice or against CDHS policy or procedures if actions in their roles as Appointing Authorities are necessary.
• Analyzes data, identifies problem areas and issues, devises solutions, and prepares reports substantiating solutions; makes decisions to answer questions and provide technical information or resolves discrepancies on the interpretation of program rules, regulations, processes, and other technical guidelines.

Communication:

• Communicates with staff from various internal and external stakeholders to ensure smooth coordination of meetings and projects.
• Informs the Director of potential problems and/or challenges pertinent to department operations either internally or externally and recommends solutions.
• Compiles information and distributes information to the Safety Department and ensures documents are current and accessible on the shared drive. This includes departmental policies and procedures.
• Liaison to all other disciplines within the hospital.
• Maintain Safety Department digital scheduling, overtime, and job posting billboards for purposes of ensuring equitable opportunities for all department staff.

Training Coordination for Safety and Communications:

• Supports the Safety/Communications Department in maintaining, updating, and tracking necessary changes to department training manuals.

Program Coordinator/Administrator Administrative Support Services/Operator Functions:

• Support and assist Support Services Department administrative staff as a backup. This allows for cross-coverage for time-sensitive projects as determined by the Chief Support Services Officer and/or the Director of Safety.

Hospital Badge Coordinator:

• Coordinate the printing and distribution of staff badges to support the hospital. This is in accordance with security requirements and accreditation with The Joint Commission.

Other Duties as Assigned:

• Other duties as assigned in order to support the Safety Department, as required.

Minimum Qualifications:

Five (5) years of relevant experience in an occupation related to the work assigned to this position (administrative and/or clerical duties).

Substitutions:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years.

Conditions of Employment:

• A pre-employment criminal background check will be conducted as part of the selection process as this position is deemed to have…