Job Title: IS&T Coordinator Department: IS&T

Reports to: VP of IS & CIO Revision Date: 01/06/2025

Status: Non-Exempt

Job Summary:

As the IS&T Coordinator to the VP of Information Systems & CIO, you will play a pivotal role in supporting the efficient operation of the IS&T department. Your responsibilities include providing administrative support, maintaining meticulous records, managing departmental coordination, overseeing procurement and financial processes, managing compliance documentation (BAA, OMIG, INFOSEC), and facilitating communication across various stakeholders.

Duties/Responsibilities

Administrative Support:

Create, compile, and maintain accurate departmental documentation in both hard copy and electronic formats for easy accessibility. Prepare meeting minutes, correspondence, and routine documents with attention to detail, ensuring proper proofreading. Coordinate incoming and outgoing mail and manage defective equipment returns to vendors. Answer, screen, and transfer telephone calls appropriately, ensuring courtesy, accuracy, and confidentiality. Receive and distribute information to appropriate parties. Maintain on-call schedules, phone rosters, and organizational charts. Manage IS&T policies and procedures (P&P), assisting other departments with posting and maintaining their P&Ps.

Calendar Management:

Schedule meetings, appointments, and conferences while maintaining departmental calendars. Manage the CIO’s calendar, ensuring seamless coordination of priorities. Coordinate travel arrangements, accommodations, and logistics for staff and visitors.

Record-Keeping and Financial Management:

Maintain personnel records and manage the inventory of office supplies. Oversee departmental purchases, contracts, and invoices, ensuring timely payments and tracking contract expiration dates. Keep meticulous financial records of expenditures and reconcile with the approved annual budget. Process monthly expense reports for both the CIO and departmental credit cards. Coordinate regularly with the Finance and Purchasing departments, vendors, and suppliers. Run financial reports using MEDITECH and assist in preparing the annual department budget.

Operational Support and Coordination:

Support staff with project-based work and daily operations as needed. Assist the Director of Technology and Help Desk when required. Coordinate annual departmental functions (i.e. holiday luncheon, retirement parties), facilitate IS&T training sessions, and oversee other operational activities. Maintain and distribute documents such as employee expense reports, organizational charts, and departmental policies and procedures. Work with vendors to ensure compliance documentation, including current BAAs and adherence to New York OMIG healthcare requirements. Coordinate and ensure vendors complete annual security risk assessments.

Communication and Documentation:

Communicate effectively with multiple departments, assisting with P&P transfers to portals, purchases, contracts, and facility requests. Maintain department bulletin boards with up-to-date information. Process remote access requests and assist users with creating/modifying documents and managing DocuSign accounts.

Other Responsibilities:

Facilitate office orientations for new hires and provide a professional welcome to clients and visitors. Participate in hospital emergency and disaster drills and understand roles in events such as fire drills. Perform other duties as assigned.

Required Skills/Abilities

Exceptional organizational and multitasking abilities in a fast-paced environment. Proficiency in office software and platforms, including MEDITECH (preferred), and familiarity with financial reporting tools. Strong communication and interpersonal skills for interacting with diverse stakeholders. High level of discretion and confidentiality in handling sensitive information.

Education and Experience

Preferred: Bachelor’s degree in Business Administration, Finance, or a related field. Acceptable: Associate’s degree in Business Administration, Finance, or a related field. Preferred applicant has proven experience in an administrative role supporting senior management or C-suite executives; is technologically savvy; has experience in accounting or procurement processes; has a basic knowledge/understanding of IT terminology; and Help Desk experience is also helpful.

Working Conditions

Ability to stand for extended periods, and lift up to twenty (20) pounds. Fine motor skills and visual acuity are required. This role is primarily on-premise, although some hybrid/remote work may be possible.

Pay Range: $45,000-$55,000/annual

Employee salary is based on commensurate experience and other qualifications.

About Oswego Health:
The mission of Oswego Health is to provide accessible, quality care and improve the health of residents throughout Oswego County. As a nonprofit healthcare system established in 1881, Oswego Health is proud to be Oswego County’s largest private employer. More than 1,300 employees spread throughout its 18 locations, work for the Oswego Health system, which includes the 132-bed community Oswego Hospital, a 32-bed psychiatric acute-care facility with multiple outpatient behavioral health service locations, The Manor at Seneca Hill, a 120-bed skilled nursing facility, and Springside at Seneca Hill, an independent retirement community. The health system also operates Oswego Health Home Care, the only hospital-based certified home healthcare agency in the County, as well as two outpatient centers, including the Fulton Medical Center, offering urgent care, lab, medical imaging, physical therapy, and occupational health services, and the Central Square Medical Center, offering urgent care, lab, medical imaging, and physical therapy services. In addition, the healthcare system includes Oswego Health Medical Practice, a multi-specialty medical group offering the community accessible, high-quality healthcare. 100+ physicians and advanced practice providers offer an extensive array of services across CNY, including primary care and specialty care in the areas of orthopedics, cardiology, ENT, gastroenterology, breast care, general surgery, urology, and bariatrics.

EQUAL EMPLOYMENT OPPORTUNITY

Oswego Health is committed to providing equal opportunity in all employment-related matters, without regard to race (including traits historically associated with race), creed, color, religion, sex/gender, national origin, age, marital or familial status, disability, pregnancy-related condition, sexual orientation, gender identity, gender expression, transgender status, citizenship status, ancestry, arrest/conviction record, military or veteran status, domestic violence victim status, genetic predisposition or carrier status, reproductive health decision making, relationship or association with a member of a protected category, or any other legally protected characteristic. Decisions affecting your position including, but not limited to, recruitment, hiring, placement, promotion, transfer, compensation, benefits, training, tuition assistance, leaves of absence, disciplinary action, layoff/recall, and terminations will be made in accordance with this policy.