Performs a wide range of clerical and receptionist tasks including: dispatching, data entry, access/key control, responding to telephone calls, documentation, and clerical activities in support of the Facilities Engineering/Planning Design and Construction and Security departments to provide a safe and comfortable environment for the patients and staff.
PREFERRED QUALIFICATIONS :
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
1. High School Diploma or equivalent.
EXPERIENCE:
1. One (1) year prior experience in an office setting.
CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.
1. Performs activities involved in the dispatching of personnel, assuring that the appropriate individual is dispatched to the problem location. Must be able to reconcile conflicting assignments and justify decisions made to ensure timely response to trouble calls and to facilitate efficient departmental operations.
2. Answers trouble calls for assigned departments in a courteous and professional manner, identifying self and department at all times.
3. Routes all routine and/or emergency work request to the appropriate department/individual for resolution immediately upon receipt of call.
4. Dispatches personnel in response to telephone requests from internal customers using two-way radio system.
5. When appropriate, contacts the originator of the call to confirm the status of work request prior to the end of each shift.
6. Ensures that all unresolved work requests are forwarded to the next shift dispatcher and appropriate team’s “To Be Done” box to facilitate accurate follow up.
7. Monitors building control systems (i.e., Simplex Fire, Translogic, generators, oxygen, medical gases, Siemens and Security), for facilities. When a situation arises the dispatcher activates departmental response to alarm and/or trouble indications to facilitate timely responses to those alarms.
8. Initiates the departmental response plan associated with all building monitoring systems in accordance with the departmental policy and procedure manual. Initiates Code Red, Code Green, Code Pink and Disaster Plan in accordance with specific instructions regarding Phase I, II, and III responding.
9. Assists with departmental communication functions to ensure that accurate and timely communication is facilitated and that the department is presented in a positive manner.
10. Interacts with other hospital departments and intervenes as a liaison for departments, assuring timely communications are facilitated and that the department is presented in a positive manner.
11. Assists departmental personnel with required communications (relaying messages, etc.), assuring accurate routing of messages in accordance with the time frames set forth by the department.
12. Completes the weekly staffing board in the control room at the end of the week for the following week, assuring that accurate information is utilized for the dispatching of personnel.
13. Monitors critical building areas, i.e., entrances, exits, outside areas, corridors, and patient areas, via the Security Camera System. Utilized the system to identify security breeches or emergency situations. When security breeches or questionable activity is observed, responsible for dispatching Security to the area and providing Security with as much visual information as possible.
14. Records each occurrence of activity reported to Security on the dispatch log. Reports on activity in specific areas via radio, as requested by Security in conjunction with emergency calls.
15. Ensures that the Security Camera System is used for official purposes only by authorized staff. Reports any unauthorized use to Supervision.
16. Maintains and monitors the key control system to insure the integrity of the system and the timely access to rooms by authorized hospital personnel.
17. Coordinates access control activities with other hospital departments and provides room access to authorized hospital personnel during all shifts. Maintain documentation of room access/key logs for temporary access granted to hospital personnel. Ensure adherence to the department policy and procedure for key control.
18. Coordinates access and key control activities, assuring room access is available as needed for emergencies. Assists in arranging prior approval of department directors in accordance with the department policy and procedure, when appropriate.
19. Performs data entry and clerical activities in affiliation with maintenance management software program, and other software systems to ensure that accurate information is provided to department personnel on a timely basis.
20. Ensures that all work orders and time sheets to be entered and closed are complete as assigned, in order to provide accurate work order status information.
21. Documents, maintains and monitors all pertinent interdepartmental work related information concerning management and staff, and reports or routes that information in a timely manner to the departments as assigned by supervision.
22. Updates and monitors call log documentation to ensure adequate and precise information regarding trouble calls and action taken, and status of requests.
23. Continually seeks education and training opportunities to enhance job-related skills. Participates in ongoing education activities to develop, maintain, and enhance job skills and expertise.
24. When required, helps fill parts orders, inventory storeroom and house-wide equipment, and receive inventory into CMMS system.
25. Helps implement and maintain documentation methods and facilitate change in documentation methods as required to meet changing requirements.
26. Actively participates in improvement and operational improvement programs in both departments to promote gains in efficiency and improvement in the work environment.
PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Ability to sit, stand and walk for long periods of time.
WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
SKILLS & ABILITIES:
1. Good written communication skills and telephone technique.
2. Ability to effectively interact on a daily basis with individuals on all organizational levels.
Additional Job Description:
Scheduled Weekly Hours:
40
Shift:
Exempt/Non-Exempt:
United States of America (Non-Exempt)
Company:
WVUH West Virginia University Hospitals
Cost Center:
608 WVUH Security
Address:
1 Medical Center Drive
Morgantown
West Virginia
Equal Opportunity Employer
West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.
