Facilities Regulatory and Workflow Coordinator - Facilities Management * Days - 40hrs/wk
Full Time
Wyoming, MI
Posted
Job description
Facilities Regulatory and Workflow Coordinator - Facilities Management * Days - 40hrs/wk
Requisition #: req5476
Shift: Days
FTE status: 1
On-call: No
Weekends: No
General Summary:
The Facilities Regulatory & Workflow Coordinator ensures safe, comfortable, compliant and efficient maintenance and engineering services for all Metro Health owned and leased facilities. The Coordinator is accountable for overseeing the utilization of the Computerized Maintenance Management System (CMMS) and ensuring a continuous state of compliance readiness relative to Facilities Management responsibilities with all authorities having jurisdiction as well as health system accreditation.
Requirements:
- High school or vocational school diploma or GED.
- Valid Michigan driver’s license without restriction affecting performance of job responsibilities.
- Minimum of five years of demonstrated ability in healthcare safety, engineering and maintenance or food processing licensed facility safety, engineering and maintenance, or ten years of demonstrated ability in commercial/industrial building safety, maintenance or construction. Relevant technical school, technical college certificate or degree completion, or licensing in electrical, mechanical, or plumbing trades preferred. Will also consider Military Occupation Specialty (MOS) in mechanics or related field.
- Possess an advanced knowledge and understanding, and maintain current knowledge and understanding with engineering and maintenance best practices, National Fire Protection Association (NFPA), Health Facilities Accreditation Program (HFAP) Chapters 9, 11, and 13 or applicable Joint Commission/DNV/CMS Deeming environment of care standards or applicable Veterans Administration (VA), etc. standards.
- Able to read and comprehend at an intermediate level of understanding construction drawings and specifications, owner and operator manuals, etc.
- Able to verbally communicate fluently with individuals at all levels inside and outside the organization. Able to effectively communicate, read and construct written communications in English.
- Able to work independently, in support of others, and as a team. Able to prioritize, schedule and effectively conduct work.
- Able to successfully mentor and train others.
- Able to effectively use a computer, tablet, and other technology devices to conduct research on internal and external resources, utilize the department computerized maintenance management system, communicate via email and text messaging, receive and schedule calendar appointments, receive electronic training and receive and respond to alerts from multiple building and equipment management systems, etc.
Essential Functions and Responsibilities:
- Build and maintain effective relationships and maintain regular communication with:
- All Facilities Management staff, departmental leaders and staff, and Health System partners such as the Safety Officer, Patient Safety Officer, Infection Prevention, Quality, Compliance, etc.
- Building owners/managers in all locations Metro Health is conducting business and appropriate representatives of authorities having jurisdiction.
- Evaluate the current use of each of the CMMS functions and provide status report to the Facilities Management Director.
- Following the vision of the Facilities Management Director of the desired future state of CMMS implementation and use, configure each function of the CMMS following completion of the pending update and purchase of new modules.
- Reconfigure/format/setup each function of the CMMS to comply with the desired future state, train all Facilities Management Staff in the appropriate use of the CMMS, and develop and execute a system to ensure the Supervisor – Maintenance can hold staff accountable for appropriate CMMS use.
- Ensure asset records are complete and accurate and newly identified or new assets are registered in the CMMS system as well as discontinued assets are removed from the CMMS system.
- Monitor new CMMS functionality offered through future updates/modules and make recommendation to the Facilities Management Director for upgrades/purchases that will further enable department excellence.
- Review and prioritize incoming work requests, preventative maintenance and inspection requests through the CMMS and assist the Supervisor – Maintenance and Safety Officer with prioritizing, scheduling, and communicating requested work with maintenance and engineering staff, volunteers, and requestors; with an emphasis on compliance-related work.
- Support volunteers and staff on all shifts and particularly second-shift staff by providing appropriate individual and group work prioritization and documentation of existing and incoming work requests.
- Assist requestors in developing an understanding of the broader prioritization needs of the health care system in conjunction with his/her request.
- Solicit Supervisor – Maintenance, Manager - Engineering and Maintenance and Facilities Director support when necessary.
- Develop Key Performance Indicator (KPI) metrics and systems of measurement for approval of the Facilities Management Director and ensure on-going tracking and reporting to achieve 100% compliance in critical PM’s through prioritization of work. Prepare interval reports to meet the Facilities Management Director’s expectations.
- Develop and maintain thorough knowledge and understanding of current Facilities Management best practices, procedures and policies, health system processes, protocols and procedures, Fire and other applicable codes, zoning, State/Federal/CMS/hospital accreditation standards and other authorities having jurisdiction; develop continuing awareness, knowledge and understanding of all upcoming compliance and code updates for the Facilities Management and Safety Teams. Develop and maintain an up-to-date Facilities Management library of inside and outside resources for compliance with all authorities having jurisdiction through the identification of the necessary resource, education and training materials including by not limited to CMS, HFAP, NFPA, etc. Prepare requisitions for approval of the Facilities Management Director and action by the Purchasing Coordinator serving the Facilities Management Department.
- Evaluate all current Facilities Management and Safety practices, procedures, and policies against Original Equipment Manufacturer (OEM) operation and maintenance standards, accreditation standards, regulations and codes, etc. for compliance. For approval of the Facilities Management Director and or Safety Officer as appropriate:
- Revise existing practices, procedures, and policies where current practices, procedures, and policies are not compliant.
- Draft new practices, procedures, and policies where the department does not have compliant practices, procedures, and policies for review and approval of the Manager – Engineering and Maintenance, Safety Officer, and the Facilities Management Director as appropriate.
- Mentor and train all Facilities Management Staff and other identified Staff to the required competency necessary to execute current, revised or new compliant best practices, procedures, and policies.
- Provide ‘first contact’ for best practices, procedures, and policy support to all Facilities Management Staff and other identified Staff; conduct research as necessary and provide requested information.
- Review work-in-progress as well as completed work of all Facilities Management Staff and other identified Staff for compliance with best practices, procedures, and policies.
- Provide and document direct feedback to all Facilities Management Staff and other identified Staff as well as individual feedback to the Supervisor – Maintenance or other appropriate Supervisor.
- Develop and write specifications for contractor compliance with Original Equipment Manufacturer (OEM) operation and maintenance standards, accreditation standards, regulations and codes.
- Prepare pertinent specifications for submission into each RFP document being prepared by construction and renovation project managers
- Review contractor proposal submissions for compliance.
- Develop contractor training program for contractor compliance with Original Equipment Manufacturer (OEM) operation and maintenance standards, accreditation standards, regulations and codes.
- Mentor and train all contractor designated trainers to the required competency necessary to facilitate ‘train-the-trainer’ type rollouts for construction and renovation projects.
- Review contractor developed training materials and documentation for compliance.
- Provide and document ‘first contact’ support to all contractors for compliance with best practices, procedures, and policies.
- Review work-in-progress as well as completed work, including close-out documents, of all contractors for compliance with best practices, procedures, and policies.
- Provide and document direct feedback to contractor staff as well as the assigned Project Manager and/or Manager – Construction and Renovation.
- Ensure all required Facilities Management compliance documentation is accurately completed for all practices, procedures, and policies including but not limited to Original Equipment Manufacturer (OEM) operation and maintenance standards, Infection Control Risk Assessment, Alternative Life Safety Measures, etc. for all authorities having jurisdiction including but not limited to Health Care Facilities Accreditation Program (HFAP), Centers for Medicare and Medicaid Services (CMS), State of Michigan, City of Wyoming, etc.
- Review all existing CMMS documentation, evidence books and other documentation from current date back a minimum of three years or the lengthiest compliance interval period, whichever is greater, to identify missing or incorrect documentation and take appropriate corrective action to ensure documentation meets required standards.
- Review all current documentation being prepared prior to submission into the CMMS System, evidence books and other records retention formats to identify missing or incorrect documentation and take appropriate corrective action to ensure documentation meets required standards.
- Review life-safety drawings in all locations Metro Health is conducting business and ensure that all changes, renovations, etc. are updated into the life-safety drawings to assure that they are always accurate and up-to-date.
- Develop appropriate organizational systems for all documentation, electronic and paper for approval of the Facilities Management Director and ensure through own work as well as the work of others that the organizational system is followed.
- Inspect both visually and through the use of technology the grounds, buildings and equipment to assess compliance with standards for all authorities having jurisdiction including but not limited to Health Care Facilities Accreditation Program (HFAP), Centers for Medicare and Medicaid Services (CMS), State of Michigan, City of Wyoming, etc. Proactively detect non-compliant conditions; prepare documentation, reports and work requests from inspections and ensure that non-compliant conditions have been rectified.
- Assist in preparation for as well as participate in surveys/inspections along with on-going documentation and administrative tasks for all applicable codes, zoning, State/Federal/CMS/hospital accreditation standards and other authorities having jurisdiction.
- Transport self/others to worksite for inspections, documentation review, meetings, etc. utilizing motorized non-highway vehicles and motorized highway vehicles.
- Maintain regular and predictable attendance. Respond timely and report to work for call-in, call-back, and telephone and other electronic requests for information both on and off-shift as well as on and off-rotation. Attend mandatory meetings and training sessions whether they occur on/off-shift as well as on/off rotation. Work extended and flexible hours when required including evenings, nights, weekends and holidays to access restricted areas and respond to non-clinical emergency requests and department absence and call coverage.
- Performs other duties as assigned. These may include but are not limited to: Maintaining a current knowledge base of department processes, protocols and procedures, pursuing self-directed learning and continuing education opportunities, and participating on committees, task forces, and work groups as determined by management.
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