Facilities and IT Coordinator
Company: UMMA Community Clinic
Location: Huntington Park
Posted on: January 12, 2021
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Job Description:
Our MissionTo promote the well-being of the underserved by
providing access to high-quality healthcare for all, regardless of
ability to pay. Our services, activities and governance reflect the
Islamic values and moral principles which inspired our founders.
These include the core values which are universally shared and
revered by society at large: Service, Compassion, Human Dignity,
Social Justice, and Ethical Conduct.Working at UMMAUMMA is looking
for passionate and mission-driven Staff who look to make an impact
on the lives of our patients and the members of our community.
These roles include Physicians and Medical Staff, Behavioral Health
Staff, Administration, and more! For more information on the
services we provide, Click HereBenefits and CompensationUMMA offers
a competitive compensation and benefits package with comprehensive
and cost-effective medical plans. Benefits package includes
Medical, Dental, Vision, AD&D and Supplemental Life Insurance,
Employee Assistance Program Tuition Reimbursement, loan repayment
opportunities, 403(b) savings plan, employee discounts, extended
lunch on Fridays, and more!. Our compensation plan also includes
paid Holidays, Paid Time Off (accruals begin on the first day of
hire), Employee Recognition, and more!!SummaryThe Facilities and
Information Technology Coordinator is responsible for coordinating
all facilities and information technology (IT) needs.Under general
direction of the Chief Advancement Officer, this position plans,
organizes, and coordinates activities concerned with design,
construction, modernization, maintenance, repair and replacement of
equipment, buildings (interior and exterior), grounds and custodial
operations. Evaluates bids and proposals, sets budgetary
constraints, reviews qualifications of architects and contractors
with guidance from the Chief Advancement Officer. Provides sound
construction project management practices while working with
architectural, engineering, and construction management personnel
in matters involving general construction and renovation. Ensures
compliance of clinics with all regulatory agencies.The incumbent is
charged with developing and implementing a strategic vision in all
areas of technology in collaboration with our IT Consultant. This
position is responsible for organization-wide coordination, and
implementation of technology to support the clinic operations and
administrative offices. This individual will provide IT support not
limited to workstations, basic network and telephone systems,
remote users, etc. This position will effectively interface with
staff and diagnose issues; and follow best practices to isolate and
effectively resolve them. This individual will work in partnership
with our IT Consultant to solve problems creatively and timely,
with the ability to escalate issues to supervisor as
needed.ESSENTIAL DUTIES* Work with the Chief Advancement Officer to
assess institutional needs and priorities.* Ensure UMMA's daily IT
and Facility projects align with the goals of the strategic plan.*
Engage in short term and long-range strategic space planning,
accounting for and anticipating organizational growth.Facilities
(65% of position responsibilities)* Coordinate construction
activities for capital expansion projects with guidance from the
Chief Advancement Officer.* Manage all UMMA facilities, ensuring
proper space planning, facilities maintenance and repair, and
safety and security concerns (including access) are addressed.*
Develops, analyzes, and coordinates building construction and
modernization projects.* Organizes, coordinates and activities
related to the facilities maintenance and operations functions.*
Confers with regulatory agencies, architects, engineers,
inspectors, contractors, vendors and others concerning facilities
and construction planning, maintenance and operations services.*
Monitors and assures compliance with a variety of state, federal
and local construction laws, regulations, codes, and regulations
related to health and safety.* Assures economy, safety, effective
communications, efficient use of equipment and supplies and
appropriate appearance and condition of buildings, grounds and
vehicles.* Coordinates with the organization's custodial
contractor.* Prepares bid specifications, and evaluates bids, and
recommends awarding contracts with guidance from the Chief
Advancement Officer.* Assists in the formulation and development of
policies and procedures.* Meet schedules and timelines.* Oversees
contractors involved in facility projects and delivery of
services.* Oversees the purchasing of office equipment and
furniture.* Develop emergency planning programs for a variety of
both local and regional emergency situation.* coordinate
environmental, safety and training programs, including illness and
injury prevention, hazardous materials, and emergency response;
inspect and monitor facilities and grounds for safety hazards and
maintenance needs and determine maintenance priorities.* Assure
state and building regulations and laws are enforced and followed
according to ADA, OSHA and general safety compliance standards.* Be
available to handle emergencies outside of business hours.*
Maintain a culture of excellent customer service and a pro-active
approach to support UMMA's mission.* Performs other related duties
as assigned.Information Technology (35% of position
responsibilities)* Monitor and evaluate all Information Technology
needs for the organization.* Provide help desk support for
troubleshooting workstations, networks, software applications,
telephone, copiers and other technologies for employees, responding
in a timely manner. Monitors and when appropriate addresses
ticketing and email queue and allocate requests accordingly.* Acts
as a liaison between Information Technology contractors and vendors
ensuring budget and objectives are in alignment.* Works in
conjunction with clinic manager and other clinics staff to monitor
clinics IT needs.* Participates in overall system's planning,
bringing current knowledge and future vision of technology as
related to advance organization's competitive position.* Researches
alternative methods, designs, and programming concepts in an effort
to keep the agency at the forefront of technological advancement.*
Ensures the delivery of quality technology and support through
effective needs assessment, and system design, and selection and
implementation processes.* Reviews and approves systems,
applications, security specifications and upgrades to software with
guidance from the Chief Advancement Officer and IT Consultant*
Initiates and maintains partnerships information technology field,
including new emerging technologies, by participating in
organizations, committees, task forces, and special assignments.*
Prepares recommendations and/or contracts, as appropriate, and
submits them to Chief Advancement Officer for approval.* Oversees
security and privacy of the information systems, cloud-based backup
systems, communication lines, and equipment in partnership with the
IT Consultant* Develops, tracks and controls the IT and Facilities
annual operating and capital budgets with guidance from the Chief
Advancement Officer and Chief Financial Officer.* Develop strategy
as it relates to the organization's IT infrastructure (computer and
information systems, security, communication systems).* Consult
senior-level stakeholders across organization to identify business
and technology needs and to optimize the use of information
technology.* Ensure smooth delivery and operation of IT services by
monitoring systems performance.* Create processes and standards for
selection, implementation, and support of systems.* Provide
direction, guidance, and training to staff focused on IT upgrades
not limited to Microsoft Teams, 8x8, SharePoint, etc...* Manage all
hardware and software solutions to ensure company operations are
always efficiently running in collaboration with our IT
Consultant.* Work on UMMA construction project as it relates to the
AV and IT hardware and software installation in collaboration with
our IT Consultant.* Maintain strict confidentiality on all
organizational matters and refer questionable matters to the Chief
Advancement Officer.* Work with Human Resources Director for
onboarding/offboarding employees with company issued property.* Act
as an internal resource to enhance awareness and understanding of
best practices, risk management and use of controls by management
and staff.* Oversee external IT vendors and contractors to ensure
cost effectiveness, high service standards, cybersecurity, and
completion of work* Propose, develop, and execute projects that
will enhance the IT environment for staff and stakeholders.
Depending on candidate's skills this could include audio/visual
systems, software or other tools and technologies.* After-hours
work may be required to monitor and address alarms or notifications
of malfunctioning or compromised equipment in order to ensure
maximum availability to IT resources for staff and stakeholders.*
Provide immediate, high urgency support to all staff.* Assist in
instructing staff in the use of standard business and
administrative software, including Microsoft Teams, SharePoint,
etc..; provides instruction or written documentation where
required.* Assist with the research of new or upgraded hardware and
software systems; maintains current knowledge of hardware, software
and network technology and recommends modifications as necessary.*
Carry out equipment installation, following established procedures
to deliver consistent reliable end-user work environments.*
Responsible for ensuring compliance with all IT policies and
procedures regarding documentation, labeling, asset tracking and
quality assurance.* Performs other related duties as
assigned.Fiscal* Support the CFO in budget development process.*
Monitor expenditures; prepare variance reports in accordance with
policies and procedures.* Establish and regularly monitor UMMA
purchase order process ensuring IT and Facilities expenditures are
following proper protocols.SUPERVISORY RESPONSIBILITYThis position
will not require supervision of staff.SERVICE VALUESAll employees
are expected to provide the very highest level of service to Clinic
patients and their families. In addition, their work ethic is
expected to reflect the Islamic values and moral principles that
inspired its founders. These include the core values that are
universally shared and revered by society at
large:ServiceCompassionHuman DignitySocial JusticeEthical
ConductENVIRONMENTThe environment for this position is medical
clinic that is clean and comfortable. It may include some minor
annoyances such as noise, odors, drafts, etc. The incumbent is in a
non-confined setting in which he or she is free to move about at
will.The employee may occasionally be exposed to emotionally upset
patients/family members and be required to use personal protective
equipment when participating in the treatment of patients with
potentially communicable diseases.POSITION REQUIREMENTS* Bachelor's
degree required. Master's degree is preferred.* Successful
completion and acceptable results of post offer physical
examination, drug screening, and criminal background check.* Work
independently with little supervision and direction.* Five+ years
as a manager or senior leader in a non-profit required. Experience
at a health center, particularly an FQHC, is preferred.* Prior
experience working with an EHR is preferred.* Strong computer
skills with Word, Excel and PowerPoint required. Experience with
Access preferred.* A valid California Driver's license with
insurable driving record is required.* Excellent attendance record
at prior employment is required.* Prior experience with government
grants is preferred.* Forecasting out equipment/system replacement
needs over a five-year period and establishes a comprehensive
budget for replacements. Regulatory compliance with state and
federal regulations.* Construction and renovation projects. This
includes planning, budgeting, scheduling, cost estimates, bid
sheets, layouts, and contracts for construction and renovation.*
Most importantly- the ability to provide experienced, professional
leadership and communicate effectively with C-Suite, management,
staff, vendors, and consultants in an effective way.* Knowledge of
general maintenance, construction, and repair procedures.* Ability
to assess and solve problems related to design, construction and
repair of building.* Ability to communicate effectively in verbal
and written form.* Working knowledge of ADA, and Cal/OSHA
standards, etc...* Highly organized with strong attention to detail
and the ability to work on multiple projects simultaneously.*
Ability to maintain professionalism at all times and under
stressful situations* Strong project management skills.* Knowledge
of safety and hazard procedures.* Be available on call, for
emergency situations.* Proficient use of standard office software.*
Experience working with diverse populations.* Knowledge of
competitive bidding process, contract administrative practices and
general facilities planning techniques.* Knowledge of federal and
state laws and regulations related to facilities planning and
construction.PHYSICAL ACTIVITYIn the course of performing this
work, the incumbent:* Will spend substantial time standing,
sitting, speaking and listening* Will reach, stoop, bend, kneel,
crouch, lift supplies and equipment* Must regularly lift and/or
move up to 25 pounds, and occasionally lift and/or move patients
for which he/she must obtain assistance* Must use personal
protective supplies/equipment in accordance with policiesReasonable
accommodations may be made to enable individuals with disabilities
to perform the essential functions of the job.
Keywords: UMMA Community Clinic, Huntington Park , Facilities and IT Coordinator, Other , Huntington Park, California
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