OneLegacy
Position Summary
The IT & Facilities Project Coordinator (IFPC) is responsible for providing project coordination, administrative, and operational support within the IT and Facilities departments.
The IFPC serves as the primary point of contact for internal and external customers on all matters pertaining to the IT and Facilities Leadership team. Provides support and assistance with project coordination, including day-to-day department administrative needs such as drafting and responding to correspondence, communicating with others, taking meeting minutes/notes, handling confidential information, and creating/organizing/filing various operations reports and records. Performs all duties and responsibilities in compliance with OneLegacy policies and procedures, regulations as outlined in the Code of Federal Regulations, and other applicable federal, state, and local laws.
Duties and Responsibilities:
1. Serves as the primary point of contact for internal and external customers on all matters pertaining to the IT & Facilities Leadership team.
2. Provides a bridge for smooth communication between the IT & Facilities Leadership team and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
3. Works closely and effectively with the IT & Facilities Leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
4. Coordinates IT & Facilities Leadership meetings to include development of meeting agendas, scheduling/calendaring meeting room location, notifying intended attendees, and food delivery if applicable. Assist with power point presentations, transcribes meeting minutes, and follow-up action items.
5. Prioritizes conflicting needs; handles issues expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
6. Assists IT & Facilities Leadership with various operational needs such as: updating leadership schedules, coordination of registration of conferences, travel arrangements, and management of related expense reports.
7. Establishes and maintains electronic files ensuring security of confidential information.
8. Prepares reports, memos, letters, and other documents using Microsoft Office products.
9. Supports staff under the direction of the IT & Facilities Leadership team for assigned projects.
10. Develop detailed project plans including outlining the scope, objectives, timelines and required resources for successful execution.
11. Demonstrate attention to detail and ability to determine relevant and prioritize tasks.
12. Demonstrate capacity to anticipate obstacles and plan for contingencies.
13. Strong organizational skills and is able to balance competing priorities and support concurrent projects. Experience working in a project based environment using project management practices including schedule management, status reporting and communication of project risks and issues.
14. Able to ask questions, gather information, evaluate options and make decisions with integrity.
15. Maintain accurate project documentation, including project schedules, notes, status and issue logs.
16. Facilitate regular project meetings, providing updates and fostering collaboration among team members.
17. Monitor project progress and provide regular reports to stakeholders, highlighting achievements, challenges and recommend actions.
18. Manage special projects and tasks as assigned.
19. Performs other duties as assigned.
Other Responsibilities:
1. Submits online Helpdesk work orders (through IT/IS ticketing system) for all technical work orders, repairs, projects, and equipment, as needed.
2. Notifies property maintenance and/or on-site property management of necessary repairs or maintenance issues in a timely manner.
3. Files and retrieves company documents, records, and reports.
4. Maintains a neat and organized workstation and environment.
5. Performs all duties and responsibilities in compliance with safety guidelines, policies and procedures, regulations as outlined in the Code of Federal Regulations, and other applicable federal, state, and local laws.
a. Performs quality control practices as defined by the policies and procedures.
6. Supports the organization’s Standards of Professional Conduct as outlined in the OneLegacy Policies and Procedures, mission, vision, and values of the organization.
Communications:
1. Displays a consistent, professional degree of communication skills in person, on the phone, by e-mail and letters to internal and external persons, in the English language.
2. Must be comfortable working with people at all organizational levels and maintain professional conduct and appearance with all staff, leadership, or outside parties.
3. Takes messages on matters not requiring immediate attention for staff response during usual business hours.
4. Greets visitors and escorts them to the appropriate person or department
5.Maintains professional growth and development through continuing education and in-service meetings.
Secondary Job Functions:
(Although the following job functions have been identified as “secondary”, any employee capable of performing the “secondary” job functions is expected to do so.)
1. Provides administrative support as needed to other offices/staff or departments.
2. Assists in training new administrative personnel, acts as administrative back-up, and assists other administrative support colleagues, as needed.
3. Assists in ensuring compliance with local and state fire and safety codes.
4. Prepares reports, memos, letters and other documents, spreadsheet, database updates and presentations via Microsoft Suite software.
Skills and Abilities:
1. Compassion, patience, and empathy working with people in crisis and those in grief.
2. Recognizes limits/boundaries and appropriately seeks help.
3. Ability to honor and be sensitive to cultural, ethnic, religious, and socioeconomic diversity.
4. Flexibility and ability to be productive and work with interruptions.
5. Interpersonal skills, including the ability to create a positive impression and to deal courteously with all levels of management, staff, hospital personnel, vendors, and the public through telephone, written and in person communications is essential.
6. A minimum of intermediate knowledge of the MS Office Suite software programs.
7. High level of computer skills; ability to perform word processing, and utilize spreadsheets, databases, and graphics programs on a personal computer.
8. Ability to prepare and edit complex documents.
9. Ability to multitask, prioritize and bring projects and tasks to completion in a timely manner.
10. Must be comfortable working with people at all organizational levels.
11. Ability to assume responsibility with limited direct supervision; including exercising initiative and judgment; and make decisions within the scope of assigned authority.
12. Strong organizational, detailed and time management skills, essential.
13. Demonstrated dependability, sense of urgency, and high attention to detail.
14. Extensive calendar organization skills and handling of high volume of phone calls and emails.
15. Must have the ability to work in fast paced environment.
16. Knowledge of medical terminology is helpful.
17. Ability to maintain confidentiality of all information.
18. Must have legible handwriting and good telephone etiquette.
19. Flexibility and willingness to learn new tasks.
20. Knowledge of project management principles, theories and concepts.
Physical Environment/Working Conditions:
Location: Corporate Office.
Travel: Occasionally required to travel by personal auto or air to meeting sites and other locations. May be required travel to County Vital Records offices, as needed.
Work Hours: Performs a forty-hour workweek as determined by assigned shift. Assigned days and/or shift can be changed according to staffing needs. Must be available to work evenings, holidays, and weekends and overtime as required or assigned.
Job Qualifications and Requirements:
Education: Minimum of Associates degree with a concentration or minor in computer science.
Experience: Minimum of three (3) years Healthcare administrative assistant related experience required.
Skills: Proficient knowledge of Microsoft Suite (Word, Excel, PowerPoint, and Outlook) required. Minimum typing speed of 50 wpm.
Certification None.
License: OneLegacy requires employees to maintain a current California driver’s license and current vehicle insurance. Please refer to OneLegacy’s Policy HR108 – Licensure and Certification for insurance coverage requirements.
Requirement: Employee must be able to pass a local government agency (coroner’s office) background check.
Equipment: Working knowledge of personal computer, fax machine, telephone system, cell phone, photocopier, postage machine and calculator. Reliable automotive transportation required.
Pay Range:
$64,311.52- $82,810
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