Operations Coordinator Outpatient Ctr. (Full Time, Day shift) at Nicklaus Children's Health System in Miami, Florida

Job Description:

Job Summary

Coordinates the day to day security, safety and facilities/building operations of the Outpatient Center. Performs administrative duties in support of the facility and supervises vendors. Responsible for coordinating community events with all departments within the facility and other appropriate hospital departments.

Job Specific Duties

• Serves as a liaison/main point of contact for Outpatient Center for other departments including: Security, Plant Operations, Clinical Engineering, Environmental Services, Materiel Services, Fiscal, Construction, Marketing, Talent Management and vendors. 
  
  


• Coordinates the day to day operations of the facility as they relate to safe environment of care. Supervises vendors (when applicable) and their schedules. Coordinates coverage with private agency, as needed. 
  
  


• Helps coordinate maintenance activities and serves as a point of contact for facility upkeep. Works with MCH staff and outside vendors to ensure the completion of facility repairs and improvements. 
  
  


• Helps to ensure the environment of care meets guidelines according to MCH and other governing agencies. 
  
  


• Ensures Environment of Care records are maintained up-to-date. Works with Miami-Dade County Fire Department and fire monitoring agency to make certain standards are being met and maintains records, as needed. Ensures Fire Drills per hospital guidelines and Fire Watches are conducted as needed. 
  
  


• Coordinates and implements special events at the Center and in the community on behalf of the Center.
  
  


• Serves as a community outreach liaison. Attends local activities for the promotion of MCH, when appropriate. Works with Marketing and Risk Management Departments to ensure appropriate liability is provided for facility activities. 
  
  


• Responsible for purchasing and A/P processes related to the outpatient center. Prepares and assist in financial plans, bank deposits, and budgets and forecast reports for the Department Head(s) approval.
  
  


• Assists Department Head(s) with monthly expenses and invoices.
  
  


• Works with contract management to ensure contracts are kept current and relevant. 
  
  


• Ensure that all permits and renewals are current. 
  
  


• Coordinates, works with and follow ups with private Environmental Services vendor (EVS) to ensure a safe, clean and comfortable environment for patients, their families and employees. 
  
  


• Assists management with input for renovation planning and execution of plans. Provides necessary support and information to vendors and staff relating to renovations. Helps coordinate the rental and / or support requirements for physician practices in the outpatient centers. 

Minimum Job Requirements

•  2-4 years administrative support experience
  
  


• Highly proficient in Microsoft Word, Excel, PowerPoint and Outlook 

Knowledge, Skills, and Abilities

• AA degree preferred.
  
  


• Able to adapt and react calmly under stressful conditions.
  
  


• Able to react effectively to unplanned circumstances and demands in an outpatient center setting.
  
  


• Able to handle multiple assignments, set priorities and meet deadlines.
  
  


• Demonstrated abilities in prioritizing, successfully handling multiple concurrent tasks, strong problem-solving skills, attention to detail and working in a team environment.
  
  


• Ability to work independently and flexibly with minimal supervision.
  
  


• Ability to represent department/function in a professional, courteous and efficient manner with customers – physicians, patients and families, staff members, other hospital personnel and vendors.
  
  


• Ability to communicate verbally in writing and to maintain confidentiality of sensitive information.