Facilities Coordinator II

Medxcel is here to lead the transformation of healthcare facilities management by incorporating a new approach to providing services. Created by healthcare, for healthcare, we have a dedicated focus on our people and customers, as well as providing tools, processes, support resources, data analytics and insource strategies that drive results.

The Facilities Coordinator II is responsible for ensuring the smooth operation of the office and administrative functions for Medxcel at the assigned working location Jane Phillips MC -Bartlesville, OK. This position will provide administrative support to assigned leader or multiple leaders. In addition, this position administers office systems and services including vendor management, daily operations, voicemail systems, and clerical functions. The coordinator is also responsible for any ad-hoc data input, as well as assistance in committee meeting preparation and reporting. The Facilities Coordinator II leads training for new associates and serves as a Subject Matter Expert to facilities stakeholders. This position may serve in multiple additional roles depending the facilities in which they serve.

“As a healthcare company we have an important responsibility to protect individual and public health. This position will require individuals to be fully vaccinated against COVID-19 as part of their job responsibilities, unless an exemption can be confirmed based on a medical condition or sincerely held religious belief. Submission & Approval of an Exemption does not guarantee that an exemption can be accommodated.”

Responsibilities

Facilities Department Support:

• Presents a professional, welcoming first contact to all clients, vendors, staff, etc. – by phone, in person, and email
• Keeps office equipment maintained
• Provides general meeting support: including arranging, follow up calls, maintaining office space schedules, securing food and supplies, copying faxing
• Assists leaders in preparing committee reports, including maintaining or obtaining data needed by the various committees
• Orders and manages supplies/tools and maintenance of storage areas
• Makes staff travel arrangements and expense tracking, program and stipend supplies, etc.
• Identifies and implements systems to streamline and gain efficiencies in work processes
• Organizes and coordinates projects, conferences and other events
• Participates in multidisciplinary meetings, committees, and projects addressing issues related to educational initiatives, conflict resolution, cost containment issues, implementation of new services/systems, and performance measures
• Prepares meeting minutes & follow-up on action items
• Works on special projects as needed

Administrative Support:

• Tracks and helps manage calendar, assist with meeting set up, and other duties as assigned
• Establishes and maintains various filing and records management systems
• Makes travel arrangements; prepares itineraries; prepares, compiles, and maintains travel vouchers and records
• Reviews, proofreads, and edits documents prepared for the administrator’s or executive’s signature and as otherwise requested
• Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings

Qualifications

Education:

• High School Diploma or GED required
• Associates degree in business, health care management or related field (A minimum of 7 years of experience may be substituted for this requirement)
• Bachelor’s degree in related field preferred

Experience:

• At least three (3) years related experience required
• Previous experience in maintenance or plant operations required

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations:
“As a healthcare company we have an important responsibility to protect individual and public health. This position will require individuals to be fully vaccinated against COVID-19 as part of their job responsibilities.

Ability to commute/relocate:

• Bartlesville, OK: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative: 7 years (Required)
• CMS: 1 year (Required)

License/Certification:

• Driver's License (Preferred)

Work Location: One location