CMMS Coordinator

Major Responsibilities:

• Responsible for developing, implementing, and managing facility related CMMS programs. Collaborates with CMMS programmers to implement system updates. Sets level of access and develops an information security strategy for the system. Communicates with customers, both internal and external, on needs and issues associated with CMMS. Coaches and educates associates on the CMMS functions and best practices for preforming tasks. Establishes a team to develop common maintenance task descriptions and completion intervals to make it uniform throughout the system. Develops common nomenclature and abbreviations for infrastructure equipment and systems. Sets up asset lists and coordinates annual reviews for accuracy. Provides support to the operations staff for quarterly updates and changes to preventive maintenance tasks and scheduled events.
• Designs and develops reports for division and individual site management teams. Develops an action plan tracker for monitoring CMMS implementation progress by site. Generates monthly reports of open preventive maintenance and service work orders for management review. Creates and maintains reporting tools for monthly Key Performance Indicators and conducts analysis against targets and benchmarks. Develops CMMS training topics and tracks completion of training for the facilities division. Supports management in the review of work order data accuracy such as equipment on work orders, worked hours, parts usage, work order type, closing codes, and work order comments. Sets up and assists vendors in developing CMMS programs relevant to Advocate Facilities Division. Works with data utilizing Microsoft Excel skills and extensive knowledge of tables, data connections, graphing, conditional formatting, and formulas. 
• Responsible for establishing, monitoring, and improving CMMS. Facilitates PC hardware and software procurement process. Provides first level IT support for software and hardware related issues ensuring the facilities team has access to the necessary systems and training. Coordinates and manages projects which require on-going data improvements and/or new system enhancements and data implementation. Coordinates all new system enhancements and internal/external releases. Ensures accuracy of data within the system. Coordinates database customization for new customers and projects. Works closely with internal end users within the facilities division to ensure proper data entry and procedures are carried out for data integrity. Develops and recommends policies and procedures for best practice with use of CMMS.  
• Responsible for designing, developing, and managing Call Center software system. Audits Call Center software system reports, verifying the tickets are being processed properly and the system continues to communicate with all Advocate sites. Coordinate with Call Center associates on new data implementations needed in CMMS and Call Center software systems. Performs database changes and communicates database needs and enhancements/modifications to Call Center associates. 

Licensure, Registration, and/or Certification Required:

• None

Education Required:

• Associate’s degree or equivalent experience.  

Experience Required:

• 2 years' experience in a data management and customer service environment. 3 years related experience in a hospital facilities management environment. 

Knowledge, Skills & Abilities Required:

• Demonstrated competency in operating computer systems specifically CMMS. Excellent communication skills. Proficient customer service skills. Knowledge of a variety of hardware platforms and operating systems. Excellent management experience of large projects. Ability to prioritize and manage multiple projects simultaneously. Strong skills in project planning and Management. Experience with installation, and support including database administration. Experience that includes Microsoft Windows and Microsoft Office Products, automated software deployment and device management tools. Active Directory experience that includes, group policy creation and administration, user and device management. Good problem determination skills. User training experience a plus.

Physical Requirements and Working Conditions:

• Ability to lift the lightweight requirements according to DOL definitions. Ability to work under stressful conditions and in difficult situations. Must be able to travel to various Advocate sites. 24 hour/7 day on-call support required. Ability to lift up to 35 pounds without assistance. For lifts over 35 pounds, lifting equipment is expected to be used or lift with at least one other associate when available. Unique lifting/movement situations will be assessed on a case-by-case basis. May be required to lift greater than 35 pounds from floor to waist. This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties. 

Preferred Job Requirements

• Bachelor’s degree (or equivalent knowledge) in Business Management. 
• Bachelor’s degree (or equivalent knowledge) in Computer Science or related field. 
• 3 years' experience in a data management and customer service environment. 3 years related experience in a hospital facilities management environment. 
• Knowledge of relevant CMS, TJC, DNV, and NFPA regulatory codes and requirements.  

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.