Operations Coordinator

Typical pay range: $24.81 - $37.21

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE:

Operations Coordinator

REPORTS TO POSITION:

Senior Director, Performance Optimization

DEPARTMENT:

Lean Improvement Office

DATE LAST REVIEWED:

August 2023

OUR VISION:

Creating America's healthiest community, together

OUR MISSION:

In the spirit of love and compassion, better health, better care, better value

OUR VALUES:

Accountability, Caring and Teamwork

DEPARTMENT SUMMARY:

St. Charles Health System's Lean Improvement Office (LIO) is a dynamic team of caregivers dedicated to helping others improve the quality and safety of care delivery. Utilizing Lean and Continuous Improvement methodologies and tools, the LIO team engages caregivers and providers in using scientific, evidence-based problem solving to find better ways to deliver a safe, quality, value-enhanced healthcare experience.

POSITION OVERVIEW:

The

Operat

ions Coordinator (OC)

at St. Charles Health System is responsible for supporting all functions that fall under the Directors of Supply Chain and Lean Improvement Office (LIO). The OC manages internal resources and communications by providing project coordination and administrative support to the teams. This position is responsible for office logistics to include scheduling, correspondence, supply ordering, and data entry. This position does not directly manage other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Maintains dashboards, project schedules, issue logs, tasks, org charts, call lists etc. as requested.

Coordinates meetings and project schedules/calendars.

Maintains electronic schedules including coordinating internal and external departmental and project team meetings.

Develops and publishes agendas and meeting minutes as needed.

Proactively identifies potential administrative problems and identifies possible solutions, creates documentation, templates, prepares reports and analyzes data to resolve problems.

Maintains department documentation by using necessary methods and tools.

Develops tools, templates, process improvement/ Lean techniques for department sponsored efforts.

Works with directors and managers to create and distribute daily, weekly, and monthly reports as requested.

Maintains department internal sites with relevant tools and templates.

Leads knowledge capture upon completion of projects (i.e. identifies learnings, builds/revises templates).

Supports the execution of a master communications calendar for department communications.

Supports the development of department specific learning and development efforts.

Consistently exhibits behavior and communication support skills that demonstrate the commitment to superior customer service, including quality, care and concern with each and every internal and external customer.

Supports the vision, mission, and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients, and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization's corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:

Required:

Bachelor's degree in healthcare administration, business or other related field. Equivalent professional work experience may be substituted for Bachelor's degree.

Preferred:

N/A

LICENSURE/CERTIFICATION/REGISTRATION:

Required:

Valid Oregon driver's license and ability to meet St. Charles Health System's driving requirements. Ability to travel to all St. Charles Health System's worksites and partner organizations across Oregon.

Preferred : N/A

EXPERIENCE:

Required:

Minimum three (3) years' experience in administration and support.

Preferred:

Healthcare operations experience with proven ability to manage multiple projects, meet timelines and escalate effectively to meet project goals. Experience with varying exposure to strategy and project management.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Skills:

Excellent written/verbal communication and time management skills.

Excellent analytical and organizational skills, including the proven ability to adapt to a dynamic project environment and manage multiple projects.

Ability to communicate (verbally and written) effectively with clients, stakeholders, and senior leadership.

Excellent time management skills.

Ability to organize and work effectively with project teams of staff from department and clients participating in this effort. Demonstrated customer service excellence.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%): Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%): Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%): Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

Schedule Weekly Hours: 40

Caregiver Type: Regular

Shift: First Shift (United States of America)

Is Exempt Position? Yes

Job Family: COORDINATOR CLERICAL

Scheduled Days of the Week: Monday-Friday

Shift Start & End Time: 0800 - 1700 #J-18808-Ljbffr