Smilow Network Ops Support Coord

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New Haven, CT
Jan 15, 2019


Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.


Serves as a key member of the leadership team with a primary focus on planning and implementation of policies, procedures and systems. Facilitates project management while guiding a multidisciplinary effort including financial analysis, problem solving, and team collaboration. Assists in management of service line programs and services across the Smilow Care Center delivery network, and affiliated services lines including but not limited to Urology, Cancer Genetics and Rheumatology, by acting as the chief liaison for the Clinical Program Managers at the sites with the multitude of departments daily operations must be coordinated with. At the direction of the Director of Operations, formulates, establishes and implements policies and procedures pertaining to service line operational affairs. Assists in the management of non-clinical business affairs of Smilow Care Centers across the region, sharing administrative and fiscal responsibility for financial management, facilities management, purchasing, resource and support services. Assists the Director of Operations in budget preparation and administrative activities. Serves as liaison between the care centers and various Hospital, University, and Medical Center departments.

  • 1. Procurement and Purchasing
  • 1.1. Supports all procurement activities for the Smilow network for medical-surgical, office, and laboratory supplies. This is inclusive of partnering with the Clinical Manager and staff to identify needs for products and services, and detailed coordination with the following departments and outside groups for the following purposes:

    Clinical Engineering to ensure equipment is approved by Y-NHH and future service is technologically supported, and that any equipment received is inspected and documented appropriately.

    Various vendors to ensure specifications meet user needs and hospital requirements. Further, to assist and sometimes lead price negotiations, partners in reviewing proposals, and taking receipt of purchases.

    Finance (capital team) by managing the capital request process through StrataJazz from project through requisition and receipt of products.

    Finance (operations team) by managing the purchasing request process through Lawson for supplies.

    Materials Management to ensure and coordinate delivery of equipment, including stops in various departments (IT, Clinical Engineering, etc.) as required by Y-NHH policy. Further, to assist in locating deliveries when they don?t arrive and assisting in proper delivery.

    Facilities to ensure space is prepared to receive equipment, and to manage associated projects as required.

    Accounts Payable to ensure that vendors are paid in a timely and accurate manner.
  • 2. Contractual Services
  • 2.1. Acts as a liaison between vendors providing services not directly managed by other departments including but not limited to telephones, food/catering, answering services, couriers, etc.
  • 2.2. Acts as a liaison with departments managing contractual services including but not limited to real estate, telecommunications, and environmental services.
  • 2.3. These responsibilities do not include the purchasing of pharmaceuticals.
  • 2.4. The incumbent shall act as the single point of contact for care center staff when issues arise anywhere in the network when existing policies and procedures are ineffective in supporting operations. The incumbent will determine if opportunities exist for process improvement through detailed investigation and analysis of any data discovered by:

    Coordinating and managing the FMEA (Failure Mode and Effects Analysis) process or other appropriate process improvement technique(s).

    Determine stakeholders and who should be included in the FMEA project.

    Manage the process improvement meetings; keep minutes, notes and written agendas.

    Coordinate with outside vendors for expert analysis of their product or services.

    Disseminate findings to stakeholders, managers and staff.

    Purchases new equipment if current equipment is determined to be defective
  • 2.5. Educate staff on proper procedures so that they can order appropriately, coordinating educational in services for staff, assisting in procuring one offs, and updating procedures to accommodate the needs of the care centers.
  • 2.6. Closely monitors procurement cycle and resolves issues with selecting, purchasing, receiving, and paying for supplies and equipment.
  • 2.7. Interacts with external contacts and other hospital departments to negotiate and coordinate with vendors, suppliers, facility users and consultants as appropriate.
  • 3. Facilities Planning and Renovations
  • 3.1. Facilitates renovation and new construction projects by assisting the Clinical Program Managers in developing, planning and directing special projects which may include space renovations, space allocations, equipment rental and leasing.
  • 3.2. Responsible for the management and coordination of construction projects by:

    Coordinating the construction projects with Facilities.

    Integral part of planning process with construction company coordinating the design and construction services with architects and contractors.

    Determining final scope of project and working with vendor to provide a timeline for start and completion of project.

    Coordination with Facilities to obtain an approved Project Budget Review.

    Coordination with Finance (capital team) by managing the capital request process through StrataJazz from project through requisition and receipt of products.

    Creates purchase orders and tracks purchases as well as invoices.

    Provides regular updates to Clinical Manager.

    Coordinates logistics to support construction renovations, phasing moves, occupancies, equipment installation, etc. This includes but is not limited to staff relocations, phone and IT coordination, and vendor notifications.

    Reconciles project at completion and ensures final payments to all contractors are coordinated with Accounts Payable.
  • 3.3. Coordinates the logistical plan for renovations and ongoing maintenance. Administrative supervision is exercised over maintenance staff.
  • 4. Equipment and Furniture Management
  • 4.1. Assesses care centers furniture and both clinical and non-clinical equipment needs. Prepares requests for new and replacement assets in coordination with appropriate departments.
  • 4.2. Recycles equipment and furniture from closed facilities to ensure cost savings. Manages offsite storage facility.
  • 4.3. Coordinates the placement and removal of furniture and equipment interfacing with other departments at care centers, making all necessary arrangements as required.
  • 4.4. Manages logistics and scheduling of preventative maintenance of all equipment based on Clinical Engineering advising when items are due for such services with either clinical engineering or an outside vendor. This includes moving equipment to appropriate locations via courier or other means, coordinating replacement units, and communicating with all affected parties to ensure seamless patient care.
  • 4.5. Coordinates with outside vendor to inventory all medical equipment. Manages the logistics of scheduling service on malfunctioning medical equipment. Tracks the performance of that service and determines if the scope of the repair would require loaner equipment. Creates a purchase order that all services will be charged through to manage the payment process. Takes receipt of returned medical equipment and ensures it is placed back in service.
  • 4.6. Assists in the coordination of equipment product trials and evaluations at the care centers in conjunction with Materials Management and other departmental representatives
  • 4.7. Adheres to, and partners with Clinical Engineering to improve systems and programs to procure, track, and control all movable equipment which is the responsibility of the care centers.
  • 5. Information Technology Support
  • 5.1. Acts as the primary point of communication between ITS and clinical and non-clinical services. Monitors IT fleet support of the care centers, and appropriately escalates issues through IT management if necessary.
  • 5.2. Coordinates logistics with IT and care centers for deployments, upgrades, and other services provided by IT. This includes moving equipment to appropriate locations via courier or other means, coordinating replacement units, and communicating with all affected parties to ensure seamless patient care.
  • 6. Regulatory Compliance
  • 6.1. Manages and applies policies, and practices to ensure that off-site campuses are in compliance with JCAHO, HIPAA, and other regulatory accreditation standards. Maintains compliance with federal, state, regulatory requirements. Coordinates activities related to preparation for regulatory visits and inspections to assure compliance with JC, federal and state regulatory requirements. This includes regular EOC rounding to identify potential deficiencies at each site, and coordinating remediation of such items with hospital and/or outside vendors.
  • 6.2. Documents EOC rounding data into Sentact database. Reports deficiencies to Director of Operations, for inclusion in performance dashboard.
  • 7. Safety and Quality
  • 7.1. In collaboration with the Safety, Quality, Infection Control, and other departments; develops and conducts quality improvement initiatives across the network to support the Clinical Program Managers in the management of services and systems.
  • 7.2. Assists in departmental QI initiatives
  • 7.3. Participates in the Smilow Cancer Hospital Care Centers Safety Committee.
  • 8. Logistics
  • 8.1. Manages, plans and directs logistical requirements to support operations at the care centers. This includes coordinating courier, supply, and other needs in collaboration with the Clinical Trials Office (CTO), Hospital & University departments, and various care center staff.
  • 9. Communication
  • 9.1. Serves as a resource person answering non-medical questions, and communicating policies and procedures across the network at the direction of the Director of Operations
  • 9.2. Maintain visibility with staff through rounds.
  • 10. Administrative Support
  • 10.1. Works in conjunction with the Director of Operations and Program Managers to facilitate development of hospital wide programs that support and evaluate new roles across Smilow and the cancer network.
  • 10.2. Updates policies and procedures and other documents as instructed.
  • 10.3. Manages, mentors and trains new hires and interns.
  • 10.4. Participates on selected committees.
  • 10.5. Function as Lawson/StrataJazz point person for Smilow main campus.
  • 10.6. Participates in projects, surveys and other process improvement activities

    Identifies where opportunities for improvement may exist.

    Communicate issues identified by front line staff to appropriate administrative team related to departmental initiatives.

    Functions as on-site coordinator for `A- Day- In-The-Life? trial runs for new offices or new procedures.

    Take corrective action in situations requiring immediate intervention. Including interpretation and administration of hospital policy.
  • 10.7. Shares in the responsibility for the overall efficiency of service line operations.
  • 10.8. Completes other assignments as requested by the Director of Operations.
  • 10.9. Works in conjunction with Finance and the Clinical Program Manager to observe the Chart of Accounts to monitor the budget. Compares actual spending in the current month and year to previous months and years. Requests unused or underused operational spending money to be shifted to other budgetary line items to cover shortfalls or over expenditures.
  • 11. Emergency Management
  • 11.1. Function as on-site coordinator for internal/external disasters or other major events (for example ebola crisis). Assist with the initiation of the severe weather policy in conjunction with Senior Leadership.
  • 11.2. Is on-call during non-working hours to manage uncontrolled emergency and non-emergency situations involving facilities, property or equipment through coordination with appropriate hospital entities or outside vendors to resolve the situation.
  • 11.3. Coordinates with hospital entities to ensure repairs are initiated and completed in a timely manner.
  • 12. Performance Dashboard
  • 12.1. Develops an operations dashboard which records metrics on key operational processes and services such as procurement, couriers, etc.

    Other information:


    Bachelors degree required.


    At least two (2) years operational experience in a Healthcare setting. Internal candidates with experience and understanding of YNHH processes and operations preferred.


    The incumbent must demonstrate excellent interpersonal skills and judgment.


    The incumbent will possess a skill set and personal attributes which are vital to success in this role. Such needs include high-level critical thinking, decision making abilities, independence, excellent time management, strong verbal and written communication skills, flexibility with an ever-changing environment, and comfort with matrix reporting. This individual must have excellent computer skills, including all Microsoft Office applications and some familiarity with databases.

    This position requires extensive travel between sites from the Connecticut shoreline to the MA/NY border. Sites are currently in Derby, Guilford, Hamden, New Haven, Orange, Sharon, Torrington, Waterbury, and Woodbridge. It is expected that additional locations will continually join the network. The incumbent will be required to visit all sites regularly, frequently traveling to several in one day.

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    Job Info

    Job: 4573

    Department: Smilow Operations
    Category: Non - Clinical Other
    Shift: DAYS
    Hours: 40.00

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