Provides administrative and clerical support to MTS Clinical Engineering (CE) Department staff, under general supervision of the CE Manager,. Primary responsibilities include processing service calls, managing incoming phone calls, word processing/typing documents, maintaining both hardcopy and computerized file systems, compiling data for reports and data entry in the Computer Maintenance Management Database (CMMD). Contributes to the effective and efficient performance of Trinity Medical Technology Services (TMTS) Clinical Engineering program. Continually strives to achieve the goals and objectives consistent with the philosophy and mission of Trinity Health.
ESSENTIAL FUNCTIONSKnows, understands, incorporates and demonstrates the Trinity Health Mission, Vision, and Values in behaviors, practices and decisions.
Handles incoming telephone calls. Transfers call and/or takes and forwards appropriate messages. Receives and greets visitors, notifies appropriate staff and directs visitors and deliveries to appropriate areas.
Maintains file systems as directed by MTS CE Manager to ensure current and easily accessible information. Systems are both manual and computerized (requiring data entry).
Assists with scheduling activities, such as service calls, preventative maintenance, corrective maintenance, vendor meetings, travel, conference rooms, and conference calls.
Processes customers request for routine and emergency service support, and dispatches CE Technicians in a timely manner.
Performs typing and/or word processing of correspondence, documents and reports.
Copies, distributes and faxes documents to ensure accurate and timely response to medical equipment hazard alerts and recalls.
Sorts and distributes incoming mail and prepares outgoing mail and packages for shipment.
Orders and maintains appropriate levels of office, equipment and supplies.
Compiles data and prepares computer-generated reports with pre-established CMMD formats specific by the MTS CE Department needs.
Prepare monthly reports relating to CE staff productivity, department budget, and overall operations.
Assists staff members with ongoing processes and special projects as assigned.
Process service and/or parts request received from Clinical Engineering technicians.
Generates purchase orders requests via Trinity Health Corporate approved protocols.
Receives service related documentation and ensures completion before closing transactions.
Provides other clerical and administrative support to staff as needed.
Maintains a working knowledge of applicable Federal, State and local laws/regulations; the Trinity Health Integrity and Compliance Program and Code of Conduct; as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.
MINIMUM QUALIFICATIONSThe successful candidate must have strong computer skills particularly in the area data entry. In addition, the qualified individual will have demonstrated administrative and clerical support skills as well as strong organizational skills. The candidate must be able to prioritize multiple tasks, work independently, have good oral and written communication skills, exercise good judgement, exhibit tact, diplomacy and be detail-oriented. Experience with general office equipment and various computer applications.
Must possess a High School diploma or equivalent combination of education and experience.
Must possess a comprehensive knowledge of administrative and clerical support as normally obtained through graduation of high school, and two to three years experience. Previous experience in healthcare is desirable.
Must possess excellent composition and communication skills as well as the ability to operate effectively without close supervision.
Must possess strong organization, typing, telephone, and computer experience with Microsoft Office products, e.g., MS Word, Excel, Power Point, etc.
Previous experience in customer service environment desirable.
Previous data entry experience desirable; PC operations and Windows environment also preferred.
Must possess ability to make independent decisions, anticipate needs and plan ahead, exercise good judgement and common sense and work under pressure as a key member of the team, often within tight time frames.
Must possess a high level of professionalism at all time.
Accurate typing skills, proofreading skills; spelling and grammar.
Interpersonal skills to effectively coordinate communication between internal departments staff, other departments and wide range of customers in order to set up meeting, resolve customer inquiries, and respond to internal customer issues.
Ability to exercise tact and discretion when communicating factual information.
Ability to prioritize multiple tasks and adapt quickly to changes.
Must be comfortable operating in a collaborative, shared leadership environment.
Must possess a personal presence that is characterized by a sense of honesty, integrity, and caring with the ability to inspire and motivate others to promote the philosophy, mission, vision, goals, and values of Trinity Health.
PHYSICAL AND MENTAL REQUIREMENTS AND WORKING CONDITIONSThis position operates in a typical office environment that is well lit, temperature-controlled with minimal hazards. Incumbent communicates frequently, in person and over the telephone, with people in a number of different locations on medical equipment service issues. Manual dexterity is needed in order to operate a keyboard. Hearing is needed for extensive telephone and in person communications. The environment in which the incumbent will work requires the ability to concentrate, meet deadlines, work on several projects at the same period and adapt to interruptions. Over time may be required to meet deadlines.
Must be able to set and organize work priorities with minimum supervision, and adapt to frequent change in priorities.
Must be able to travel to the various Trinity Health sites (5%) as needed (may or may not apply).
Ability to concentrate, meet deadlines, and adapt to frequent interruptions.
Ability to work around electrical hazards, chemical hazards, elevated surfaces, noisy areas and sharp tools.
Our Commitment to Diversity and Inclusion
Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.