Operations Coordinator Bio Med

4 weeks ago

Boston MA, United States Mass General Brigham Full time

DescriptionThis position will oversee several key components of the department of Biomedical Engineering for customer service and inventory support.  The ideal skill set includes experience in project management, administration within a clinical division, operations / facilities management, superb organizational and team building skills, and a commitment to working with a group of highly motivated individuals.  The incumbent should possess strong organizational skills, ability to work in varied and busy atmosphere and can independently organize and prioritize the workload to support the goals and objectives of the Leadership team.   Must demonstrate sensitivity, tact and maintain confidentiality.Maturity, discretion and ability to multi-task are very important.  Inquisitive and willing to learn new skills Administrative ResponsibilitiesManages priorities and organizes the workload to ensure consistent and timely support of the work to:Troubleshoot routine/non-routine problems and takes measures to correct/handle issues within the main office.Coordinates administrative office operations and staff schedules.  Provides expert (high) level of editing and use of MS Office applications (Word, Excel, Power point, MS project and Visio). Prepares presentations and other documents for the department leadership for inter, intra and public lectures. Financial ResponsibilitiesWorks closely with Executive Director and Business Manager to track the performance of the annual operating and capital budget: Activities include but are not limited to: maintaining a fiscal reporting and record keeping system.  Office supply, food and employee recognition activities budgetUnder the direction of the Sr Business Director verifies the accuracy of the monthly budget statements.  Coordinates training, travel arrangements and reimbursements for staff.Resolves discrepancies and reporting errors as they are discovered.  Inventory ControlWill be responsible for input into the preparation of department’s parts and repair operating budget with follow-up responsibility to manage budget.Will use the inventory management system to track expenses and generate a budgetary proposalWill be responsible for obtaining a thorough understanding of the Biomedical Engineering Inventory System and its interrelationship with providing safe and efficient patient care to its customers.Will be responsible for the creation, implementation, and annual review of department Inventory and Procedure ManualResponsible for communicating with departmental personnel initiating purchase requests and daily requisitions as to changes in inventory procedures and supplies.Will participate in the departmental inventory quality control programWill assume the responsibilities of the inventory clerk in the need of his/her absence.Will enforce hospital policies relating to safety and job performance.Special Projects:Performs all other duties or special projects as assigned.Supports other administrative functions during support staff absences as needed.  Will provide back-up support during extremely busy times as directed. Other:Is a timekeeper for Kronos (Payroll entries)Is a requestor for Purchasing (eBuy entries)Performs all other duties or special projects that are department specificSKILLS/ ABILITIES/ COMPETENCIES REQUIRED: Strong critical thinking and time management skills.Strong collaborative aptitude.Ability to handle sensitive and confidential employee information.Interpersonal, communications and high level of organizational skills. Position requires using both verbal and electronic communications with patients, professional staff, other management staff in the organization, BWH/ MGB staff and external colleagues, etc.Ability to implement actionable processes independently or to escalate issues as needed.Takes initiative and ability to make decisions independently; must have good judgment skills, strong organizational skills and able to take initiative, demonstrate sensitivity and tact.Knowledge of computer systems (e.g., MS Visio, MS Project) or ability to quickly learn them and develop domain expertise.WORKING CONDITIONS: Pleasant, professional working conditions requiring professional demeanor and appearance. Fast-paced office environment with time-sensitive deadlines.QualificationsBachelors preferred. As well as demonstrated expert level of computer knowledge.2-3 years of relevant administrative experience required; experience in a healthcare setting preferred.One to year direct experience in Inventory Control or the equivalent as determined by the Department Head. Exhibits exceptional judgment and discretion in interacting with Hospital and Department leadership on sensitive financial, political, and confidential issues.  Job Field: Professional/ManagerialOrganization: Brigham & Women's Hospital(BWH)Schedule: Full-timeShift: Day JobEmployee Status: Regular

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