Department Coordinator
Newton-Wellesley Hospital(NWH)

Job Info

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Title: Department Coordinator

HR ID#: 01-8076-000492

Department: Public Safety

Reports to: Safety Operations Manager

Date Description Last Revised/Approved: December 2023

Job Summary:

Performs a wide range of administrative and clerical duties to support professional and efficient operation in the Public Safety, Parking and Hospital Ambassador departments. Oversees the day-to-day office activities; interfaces with all levels of organizational staff, and serves as a liaison between Director, Operations Managers, Managers, department staff, other employees, outside vendors and the public.

Essential Functions:

• Provides administrative support to Public Safety, Parking and Hospital Ambassador department leadership.
• Oversees the ID badge and parking assignment process for all hospital staff, persons of interest (POI), students, residents/fellows/medical/nursing students, contractors, vendors, etc. This includes non-HR tasks related to on-boarding and new employee orientation.
• Manages the access requests system for adding/removing security clearances on NWH ID badges.
• Assists with managing the operational budget for all departments. This includes creating purchase orders as well as processing associated invoices to ensure timely ordering of supplies and equipment as well as the resolution of vendor invoicing issues through PeopleSoft and Materials Management. In addition, assists with monthly variance reporting for departments.
• Actively participates in and submits documentation for Environment of Care weekly rounding. And assists with any necessary follow-up.
• Performs assigned office duties necessary to ensure proper flow of information through the department resulting in an efficiently run department, including, but not limited to, coordinating the flow of all internal and external documentation such as mail, email, correspondence, regulatory license applications, etc.
• Assists in the gathering and analyzing of information for specific projects as directed. Functions as the contact person for other departments needing general assistance regarding Public Safety and Parking services and does so in a positive and professional manner.
• Orders and maintains supplies (office supplies, uniforms, equipment, etc.) for the Department.
• Returns phone calls, schedules and takes minutes for meetings managed by department leadership (i.e. Workplace Safety Committee, Environment of Care Committee, etc.), and supports internal and external communication.
• Assumes active problem solving as appropriate.
• Assumes additional assignments as directed.
• Operates independently.

• Other duties as assigned.

Qualifications
Education

• High school diploma required; Associate or Bachelor's Degree preferred

Experience

• 1-2 years of administrative experience preferred

Licenses, Certifications, and/or Registrations

• N/A

Knowledge and Skills

• Proficiency in reading, writing, speaking, and understanding English

• Staff adheres to all C.A.R.E. Standards

• Problem solving skills

• Ability to multi-task

• Demonstrated evidence of:

o effective communication skills

o ability to problem solve in a fast-paced environment

o ability to get along with others

o ability to confront issues appropriately

• Computer skills including Microsoft Office (Word, Excel, PowerPoint) and Outlook

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