Plant Operations Office Coord

Plant Operations Office Coord

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines. Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance.

Our employees shape our future each day. Are you living your life's work?

Support Sr. Executive Director, Property & Facilities Management in all administrative functions and assigned projects as needed:

• Provides support to the Plant Operations department.
• Receives verbal and written requests for Plant Operations services, initiates work orders and forwards the work order to the appropriate associate for the scheduling and completion of such work orders.
• Schedules inspections/repairs/service with outside vendors as required/necessary.
• Maintains LS & Utilities documentation for Regulatory (PA DOH/Joint Commission) inspections with direction from Sr. Executive Director, Property & Facilities Management.
• Prepares credit applications for relationships with new vendors.
• Ability to communicate with Department Directors, Managers, Senior Executives, medical staff, volunteers, guests, other community members and other healthcare disciplines using good interpersonal and problem-solving skills.
• The opportunity of being a part of the Reengineering process, planning, and implementation, presentations and organizing special events and/or social activities.
• Being able to share ideas/information with Sr. Executive Director, Property & Facilities Management and reciprocate same.
• Identifying self and department when answering the telephone. Screens calls, takes messages accurately, recording the name, date, time, telephone number, and reason for the call.
• Safeguards and protects confidential information according to established policy.
• Attends meetings and takes minutes as requested. Prepares minutes and agendas and distributes to appropriate individuals.
• Troubleshoots problems with job specific equipment and is recognized as department expert.
• Maintains files, records, reports, policy and procedure manuals, correspondence and assists with setting up functional office systems.
• Processes check requests with appropriate back up, cost center, cost, etc.
• Photocopies projects accurately, following instructions or using own initiative.
• Receives maintenance requests submitted. Submits requests into current work order system and assigns as needed.
• Opens, sorts, stamps, distributes, and/or processes incoming mail, as appropriate.
• Assists with the duties of scheduling conference rooms, welcoming visitors, and performing duties assigned to that responsibility.
• Understands and complies with Human Resources policies and procedures.
• Knows and understands the Hospital's Strategic Plan and direction as well as the mission and values.
• Uses PC to produce meeting minutes and reports.
• Practices safe work habits and maintain a safe working environment. Adopts and practices safe work habits and acts within security guidelines.
• Demonstrates an understanding of Hospital policies and procedures practices and keeps informed of any changes and new developments.
• Cooperates with and assists fellow Associates and supervisors in completing work, when requested or necessary. Communicates, consults, and share pertinent information with fellow Associates.

Comprehensive knowledge of relevant software within the MS Office - Excel;
Access and other computer programs relative to the job. Creatively designs, edits and creates documents with applications other than word processing, which include industry standard processing and hospital specific processing.

Participates with EOC Committee. Updates plans and policies. Maintains EOC Rounds database. Monitors progress on reported issues to ensure they are completed in a timely manner. Communicates with Senior Management, Department Directors on completion of reported issues. Monitor for trends and reports to EOC Committee. Maintains plans and policies within the company Intranet and designated folders. Participates in EOC rounds.

Orders any needed supplies (via Client Server system) and parts from outside companies and vendors required for maintenance and repairs. Maintains adequate inventory of stationary supplies, forms for the department's computer system, fax machine and printers. Plant Operations as well as any other department that needs them. Monitor turnaround time ensuring merchandise is received in a timely matter. Follow up as needed.

Verify received merchandise. Ensures invoices are paid in a timely manner. Seeks to improve cost effectiveness via quality management of time, systems and materials. Anticipates usage and maintains an adequate inventory of supplies; assures that department supplies and resources are used…