Clinical Engineering Operations Coordinator (Sr Administrative Assistant)

Clinical Engineering Operations Coordinator (Sr Administrative Assistant)Inspired by faith. Driven by innovation. Powered by humankindness.

CommonSpirit Health is building a healthier future for all through its integrated health services. As one of the nation's largest nonprofit Catholic healthcare organizations, CommonSpirit Health delivers more than 20 million patient encounters annually through more than 2,300 clinics, care sites and 137 hospital-based locations, in addition to its home-based services and virtual care offerings.The CE Support Services Coordinator provides comprehensive administrative and operational support to the Clinical Engineering (CE) department, acting as an executive assistant to the Clinical Engineering leadership. The coordinator will provide broad program coordination and support to the Clinical Engineering programs, customers, and support teams.

Performs complex, specialized function-related administrative tasks with little or no supervision. This role involves supporting CE leadership with tracking goals, initiatives, and performance metrics related to CE operations and Key Performance Indicators (KPIs). The CE Operations Coordinator helps maintain digital resources, manage travel arrangements, assists in contract reviews, run data reports, and support process improvement and project management efforts.Training & Onboarding (10%)Facilitate onboarding for new Clinical Engineering (CE) staff by:Conducting departmental orientation and facility walkthroughs.Assisting with system access setup (Kronos, Workday, TEAM, etc.).Ensuring all necessary logins and credentials are requested and provided.Supporting training documentation and tracking staff training requests.Maintain digital resources related to onboarding and training (e.g., policies, training manuals, Program Quality Evaluations, operational resources).Service Contracts & Contract Support (10%)Collaborate with CE leadership to initiate, review, and revise service contract requests.Engage with vendors and legal/HPG as needed to ensure contract accuracy and agreeable terms.Ensure timely and accurate purchase order (PO) creation and proper billing/payment terms.Monitor compliance and terms of contracts, including ensuring receipt of required documentation (Field Service Reports, etc.).Vendor Relationship Management (15%)Coordinate vendor activities, including scheduling site visits and facilitating communication with market staff.Organize regular business review meetings with vendors and CE leadership.Track vendor performance and ensure contractual obligations and service terms are consistently met.Work Order Coordination & Administrative Operations (15%)Perform all core CE Administrative Assistant tasks including:Creating and assigning with work order assignment, both PM and CM, based on technician availability and skill sets.Liaising between CE staff and market stakeholders to support daily operations.Entering data into CMMS and related systems (work orders, POs, asset updates, etc.).Ensuring high data quality within CMMS and assisting in tracking KPIs and performance initiatives.Financial & Data Reporting (15%)Assist CE leadership in reviewing financial and operational reports (Open PO reports, variance reports, accruals).Identify and address billing discrepancies, including discount validation, contract compliance, and invoice processing.Run KPI tracking reports, assist with financial analysis, and support process improvements tied to CE financial metrics.Executive & Project Support (35%)Provide executive assistance to CE leadership by:Scheduling meetings, managing communications, and preparing reports.Supporting CE operations reviews and tracking bridge plans for unmet KPIs.Assisting in the management of special projects, including data tracking, vendor issue resolution, and follow-up on invoicing or documentation gaps.Coordinate and book company travel for CE team members.Act as a liaison between CE and other departments (Capital Services, IT, clinical councils) to align with broader initiatives.Job RequirementsRequired:Associate's Degree & six (6) years of administrative experience OR eight (8) years of administrative experience in lieu of a degree.Five (5) years of Healthcare Technology Management programs or coordination experience.Proficient in Google Suite and Microsoft tools (Excel, PowerPoint, Word, GoogleDrive), web-based CMMS preferredPreferred:Bachelor's Degree