Administrative Support Specialist (Full Time, Day)

At NorthBay Health the Administrative Support Services Specialist will perform a wide variety of clerical, administrative and general support functions for all facilities operations departments and leadership team members assigned to the AVP including Plant Operations & Maintenance, Biomed/Clinical Engineering, Clinical Equipment Transport, Security, Nutritional and Environmental Services staff supporting NorthBay Medical Center, VacaValley Hospital, and select support services at ambulatory healthcare facilities. This position provides direct support for The Joint Commission (TJC) Environment of Care, Life Safety, and Emergency Management requirements, including administrative support for the Safety Officer, Healthcare Facilities Management, Environmental Health & Safety and Emergency Management services throughout NorthBay Healthcare. Job functions are performed with attention to detail and quality, and are completed independently with minimal supervision. Responsible for maintaining regulatory required documentation for all applicable Authorities Having Jurisdiction (AHJ's) including TJC, CMS, OSHA, FDA, OSHPD and CDPH.

This individual demonstrates an ability to work effectively with all levels of management, clinical staff, employees, contractors, vendors and community.  Communicates clearly, concisely and accurately both verbally and in writing. 

Primary Responsibilities 

1. Utilize the Computerized Maintenance Management Software system (CMMS) database for NorthBay Healthcare to:

    

   • Enter and maintain a wide variety of healthcare facility, systems and equipment related Work Orders in to the CMMS.

      

   • Enroll users, set up resources, location and equipment codes, requester accounts, records asset data (specifications, purchase date/price, warranty information, parts, service contracts, etc.). 

      

   • Document vendor work, service reports and costs in the CMMS. 

      

   • Routinely monitor, review and improve the accuracy of information that resides in the CMMS database.

2. Process, prioritize and dispatch work requests for healthcare facilities and equipment during normal business hours. 

   • Assign work requests to hospital-based service department staff utilizing the CMMS system.

   • Resolve routine inquiries and/or communicates information to appropriate personnel. 

   • Communicate urgent issues to appropriate personnel as required. 

    

3. Prepare and compile maintenance/operations reports for management.  

• Attend committees as assigned; provide administrative and logistics support to assigned committees, subcommittees and work groups such as: scheduling location, meeting venue (physical or virtual), maintaining current committee attendee rosters and distribution lists, preparing agendas and recording and transcribing minutes for timely distribution.

   

  • Create power point presentations, workbooks, spreadsheets, graphics, flyers, signs, and forms. 

  • Provides administrative support for preparing and editing correspondences, memos, policies and procedures, construction and maintenance project expense tracking and related documentation. 

  • Retains and updates required Federal, State, County, and City permits, licenses and related documentation in department files for review by regulatory agencies and AHJ's.

   

1. Supports the maintenance of NorthBay healthcare facilities, systems and equipment thru the research and procurement of materials, parts, supplies, manuals, OEM or 3rd party service providers. 

   • Maintains office supplies and equipment. 

   • Places, receives and tracks vendor, parts and supply orders for facilities maintenance and operations. 

   • Regularly updates staff and vendor contact information for emergency and after hour’s response.

2. Maintains healthcare facilities operations related documentation for permits, licenses, contracts and projects in a manner supportive of reviews and audits by outside agencies such as The Joint Commission, Fire Department, OSHPD/HCAI, Department of Transportation, California Department of Public Health, Federal Communications Commission, State and County regulatory agencies, and other AHJ's including but not limited to:

   • Permits & Licenses

   • Projects

   • Contracts

   • Policies & Procedures

3. Establishes, tracks and maintains documentation of expenditures for capital construction, operations and maintenance projects. 

   • Responsible for processing and tracking PO requests, coding department invoices with appropriate cost center, account, CIP, vendor ID, and/or other PO processes through CloudSpace for approval and payment. 

   • Coordinates with accounts payable and purchasing department resolving purchase order, contract, invoice or payment discrepancies and documentation. 

   • Prepares check requests, including emergency requests as needed.

    

4. Monitors and coordinates the AVP’s schedule. 

    

   • Responsible for coordinating conference calls, scheduling meetings/appointments for the AVP, Directors and Managers.  

      

   • Coordinates and prepares documents for various committees and meetings including: scheduling required conference rooms, coordinating room, food & beverage, audio-visual equipment, remote attendance/communications and software systems setup. 

5. Serves as department KRONOS (Time and Attendance) Administrator, ensuring information is accurate and up to date. Monitors and reports HR and department specific Time and Attendance policy compliance status.

6. Serves as department PLANDAY staff scheduling coordinator, ensuring all schedule related information in the PlanDay online schedule program is accurate and up to date.  Routinely monitors and pro-actively reports any scheduling related issues to leadership.

7. Other duties as assigned.