OPERATIONS ANALYST

Job Summary

The Operations Coordinator enhances Information Services department outcomes by supporting performance improvement activities. Performs clerical department functions such as filing and updating policies, standard operation procedures, and specifications, maintains electronic records for department, logging incoming and outgoing contracts, entering procurement requistions, maintains sufficient supply levels and other consumables for staff, and other project related clerical duties. Developes training materials and documentation for Information Sevices software installation and system documentation. Maintains ongoing reporting mechanisms to communicate progress to the Director of Information Services. Works with other managers in the department to achieve department goals. Participates in organizing meetings and taking minutes. Assesses resources as appropriate to support initatives and achieves milestones. Demonstrates the ability to be a team member. Demonstrates knowledge and skills to appropriately communicate and interact with the patients, families, and visitors of all age groups while being sensitive to their cultural and religious beliefs. Strategic goals include improving patient outcomes and experience, enhancing culture of safety and staff/physician engagement, reducing cost without compromise to care, and improving key metrics. Reports directly to the Director of Information Services.

Performance Expectations

• Consistently and accurately collects, aggregates, and reports project and departmental related data to Director of Information Services or other department managers as needed.
• Identifies patterns and trends in ITSM data by analyzing and comparing reoccurring issues.
• Consistently provides quality customer service to staff at all levels across FGH by promptly assisting them in a timely manner.
• Manages all “Help Desk” tickets for the department and works with the appropriate group for completion of the ticket.
• Effectively performs all clerical and secretarial needs as required.
• Promotes a positive work environment.
• Demonstrates technical aptitude for performing secretarial, general office duties and working knowledge of IT terminology.
• Demonstrates the aptitude for composing and typing information along with other material designated.
• Demonstrates the aptitude for making appointments and screening telephone calls for the IT Department.
• Demonstrates the ability to coordinate, schedule and take minutes at designated department meetings.
• Demonstrates technical aptitude for operating telephone, fax, scanner, calculator, label printer and computer.
• Demonstrates the ability to communicate and interact with visitors, vendors, employees, contractors and management effectively.
• Demonstrates experience managing simulataneous complex initiatives crossing organizational boundaries.
• Knowledge of process improvment and project management tools.
• Ability to collaborate and interact effectively at all levels with a variety of organizational entities and personnel across disciplines, departments, and vendors.
• Efficiently, uses programs such as Lawson, Docuphase, Excel, PowerPoint, Word, Outlook and other as deemed necessary.
• Efficient in managing project budgets in excel and communicating budgets.
• Accurately audits project and facility data for reasonableness, investigates variances..
• Thinks creatively, anticipates and responds appropriately.
• Orders departmental supplies and equipment as delegated.
• Proactively seeks opportunities to enhance knowledge and learning towards expertise.
• Helps maintain and ensure completion of all HealthStream assignments prior to the deadline for all departmental staff.
• Complies with the departmental policy.
• Follows the policies in the Employee Handbook.
• The spreading of rumors and gossip creates unnecessary turmoil, weakens working relationships, and is contrary to the spirit of the hospital and is prohibited.
• Uses “We Care” philosophy in daily communication.
• This job description is not intended to be all-inclusive; the employee will also perform other reasonably related job duties as assigned.
  
  

Qualifications

Education/Skills

• High school diploma or equivalent required.
• Extensive work experience or collegiate studies preferred.
• Excellent knowledge of Microsoft Office required.
• Highly organized and able to maintain printed and electronic records.
  
  

Work Experience

• Experience in data analysis required.
• Organization ability and strong communication skills are required.
• Minimal 2 years experience in office management and/or project coordination and process improvement preferred.
  
  

Certification/Licensure-DUE UPON HIRE

• None
  
  

Mental Demands

• The individual Exceptional oral and written skills are required to relate effectively to Hospital and vendor staff.
• The individual must have the ability to type and be familiar with the rules of spelling, grammar, and punctuation.
• The individual must have the ability to use a computer display station, copier, telephone, personal computer, and calculator.
• Working knowledge of construction and facility terminology is necessary.
• Effective presentation skills with ability to prepare and communicate information to Facility Director.
  
  

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