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University of Michigan Health-West · 3 days ago

Facilities Operations Coordinator Facilities Management*Days 7A to 4P-40 hrs/week

Wyoming, MI

Full-time

Onsite

Mid, Senior Level

3+ years exp

University of Michigan Health-West is seeking a Facilities Operations Coordinator to collaborate with the Manager of Maintenance and other leaders within the health system. The role involves providing organizational, process, and project coordination for the facilities management department, focusing on business operations, administrative coordination, and stakeholder communication.

Hospital & Health Care

Responsibilities

Communicate proactively and effectively with vendors, executives, members of leadership team, external and internal stakeholders

Coordinates and collaborates with the Department leadership to manage expense reimbursements, payroll, paid time off (PTO) requests, personnel-related documentation, user access requests (UAR’s), Coordinates and collaborates with the Department leadership to manage timekeeping and on-call schedule for Manager of Maintenance approval

Prepares Department staff meeting outline and agenda for Department leadership approval. Works closely with Department leadership to plan, develop and prepare Department staff meeting topics and sequencing to continue to move the team forward

Manages and provides complex and detailed administrative functions and scheduling in support of the department operations and supports other departments with Department services as appropriate

Assists in preparation for, as well as participates in, surveys, inspections, rounding and follow-ups along with on-going documentation and administrative tasks for CMS, accrediting organization, and other authorities having jurisdiction

Consistently seeks to improve organizational process and systems

Prepares the Department procurement process, including review for approval by Department leadership, recommendations and requests for supplies, materials, equipment and services and manage the process of requests for proposal, selection of suppliers, vendors and contractors, requisition requests, capital requests, contract review requests, etc. Develops parameters, standards and process and collaborates with Department leadership to effectively manage the acquisition, tracking, and disposition of all supplies, parts, equipment and assets under the responsibility of the Department, and reporting to the finance department for inclusion to or removal from fixed asset tracking

Proactively organize and process financial information and other confidential documentation and correspondence

Assists with the Department property insurance claim process as defined by the Risk Management Department. Evaluates losses for potential recovery, prepare required information, submit claims, manage the flow of information, reconcile expenses, and closeout claims

Assist Leadership with project status updates and reporting

Coordinates and educates others on division-wide purchasing process

Complex coordination of accounts payable/invoicing process

Reviews information on purchasing and other business operations aspects of the ERP system

Review, validate and reconcile services agreements and services rendered

Proactively streamline, coordinate and monitor maintenance contract review on an ongoing basis

Implement and educate others on policies, procedures and business operations process improvements

Utilize internal employee website to coordinate and communicate across teams

Handle facilities-related invoicing and paperwork

Provides Daily Safety metric reporting for the system on a weekly basis

Maintain strict confidentiality with sensitive information related to customers, the company and internal employees

Performs other duties as assigned. These may include but are not limited to: Maintaining a current knowledge base of department processes, protocols and procedures, pursuing self-directed learning and continuing education opportunities, and participating in committees, task forces, and work groups as determined by management

Represents the Department on Committees and in other forums to provide information to the committee and/or forum and liaison any needed to support of the Department as appropriate

Assist and work with the Foundation Department on annual Sponsorships opportunities by reaching out to current Facilities Management Department vendors, contractors and onboarding new vendors and contractors

Qualification

Contract managementBusiness administrationProject managementAnalytic aptitudeProcess improvementCommunicationRelationship managementProfessionalismDiscretionComputer skillsTyping 60 WPMCreative thinkingProblem solvingCollaboration

Required

Bachelor's Degree in Business Administration, Facilities Management, or similar with a minimum of (5-7) years of experience; will also consider Military Occupation Specialty (MOS) in logistics, operations, or related disciplines

Minimum of 3 year of business related experience in purchasing, contract management, business administration, project support, coordinator, assistant or related role

Desire for meaningful work and real responsibility

Excellent written and verbal communication skills

Relationship management/Interpersonal skills

Creative and critical thinking

Problem solving/analytic aptitude

Professionalism

Service, systems and process improvement mindset

Collaboration, drive and initiative

Discretion and good judgement

Excellent computer skills

Ability to learn new software and systems as needed

Minimum typing of 60 WPM

Demonstrates ability to use a keyboard as may be required to perform the essential duties of the job

Company

University of Michigan Health-West

University of Michigan Health-West is a nonprofit multispecialty medical provider that is relentlessly advancing health to serve West Michigan as part of the state’s top-ranked health system.

Founded in 1942

Wyoming, Michigan, US

1001-5000 employees