Radiation Safety Office Program Coordinator

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New Haven, CT
Jan 15, 2021

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Job Description

Overview

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.

The Radiation Safety Program Coordinator reports to the Supervisor of Radiation Safety Physics, and is responsible for the smooth and efficient day-to-day operation of the Radiation Safety Office. The Radiation Safety Program Coordinator has a full understanding of all duties necessary to support the Supervisor, Director and Radiation Safety staff and clinical departments. Independently develops projects and programs to improve the overall effectiveness of the Radiation Safety department. Responsibilities also include providing assistance to the YNHH Radiation Safety Committee Chairman as needed. This requires an individual with exceptional customer service and organizational skills, and the ability to work independently.

EEO/AA/Disability/Veteran

Responsibilities

  • 1. Receives, reviews and processes occupational dosimetry requests for all YNHH employees and clinical staff. Accurately and efficiently manages all associated records (hardcopy & electronic).
  • 2. Responsible for the distribution & collection of all occupational dosimetry. Frequently and as needed courier dosimetry equipment and paperwork to/from clinical departments and patient care areas to address compliance issues, exchanges, etc. Works directly with clinical staff to troubleshoot and manage program logistics.
  • 3. Trains YNHH employees, clinical staff, and department liaisons on proper use of occupational dosimeters and accessing vendor website/application.
  • 4. Develops, maintains and generates compliance metrics for all aspects of the occupational dosimetry program on a routine basis. Communicates regulatory compliance metrics to YNHH management and clinical leadership.
  • 5. Receives, reviews and prepares pre-review summaries of Radiation Safety Committee (RSC) research protocol applications; Identifies and proactively brings problems to the attention of the Supervisor, Director of Radiation Safety Physics and RSC Chairman
  • 6. Assists the Radiation Safety Staff in all aspects of NRC background investigations. Including couriering security sensitive paperwork to/from clinical departments, assisting applicants with enrollment process, entering data into vendor database, filing and records management, and other miscellaneous task as required by the Supervisor and requested by the Radiation Safety Staff.
  • 7. YNHH Radiation Safety Committee duties: coordinates and schedules meetings, attendees, RSVPs; prepares agendas, metric reports, and other documents as directed by RSO, Director of Radiation Safety Physics and RSC Chairman; Follows up on any RSC projects as necessary
  • 8. Assists Radiation Safety staff with the drafting, maintenance and implementation of policies and procedures documents.
  • 9. At the direction of the Supervisor furnishes documents during regulatory inspections. Coordinates all inspection activities with YNHH Regulatory, Legal & Risk, and relevant clinical leadership.
  • 10. Responsible for the receipt and secure storage of radioactive materials.
  • 11. Develops and maintains all files (electronic & hard-copy) related to Radiation Safety program operations including staffing, operating and capital budgets, service contract expenses, regulatory files, etc.
  • 12. Maintains various records and statistics for the department, including equipment, service contracts, licensure & registrations, etc. Prepares, analyses and generates reports as requested.
  • 13. Coordinates and supports all administrative office tasks required by the Supervisor of Radiation Safety and requested by Radiation Safety Staff, ensuring a smooth and efficient running service at all times. Independently follows up as needed in all areas
  • 14. Screens and routes all telephone calls in a professional manner. Employs HRO communication tools to ensure clear and concise information is conveyed to appropriate Radiation Safety and/or clinical staff. Minimizes use of voicemail by answering calls in a timely manner. Ensures patient clinical questions are well documented and elevated to the proper YNHH resource.
  • 15. Drafts and/or composes correspondence for review and approval.
  • 16. Orders all office supplies necessary for the smooth and efficient operation of the office
  • 17. Opens, sorts, screens, records and distributes mail to appropriate recipients in a timely manner.
  • 18. Assists in the coordination and implementation of special events, meetings, travel, training, and regulatory inspections.
  • 19. Responsible for facilitation of meetings and setting up timelines for Radiation Safety and YNHH projects
  • 20. Responsible for departmental record-keeping and filing systems for payroll. Ensures records are updated accurately in a timely fashion
  • 21. Performs other miscellaneous duties as assigned.

Qualifications

EDUCATION

 

Bachelors Degree in Secretarial Science, Business or related field required. Additional training or experience in regulatory and/or legal and risk management work environment helpful.

 

EXPERIENCE

 

Minimum five years administrative secretarial experience required. Medical office/facility experience helpful.

 

LICENSURE

 

None

 

SPECIAL SKILLS

 

Excellent telephone, written and verbal communications, interpersonal, customer service, coordination and organizational skills required. Intermediate to advanced end user skills with the use of all Microsoft Office software applications (e.g. Word, Excel, PowerPoint, Access) required to perform job duties. Knowledge of department and organizational policies and procedures. Possess analytical skills and ability to exercise good judgment, independent logic. Ability to work in a fast-paced, changing environment. Ability to respond to unpredictable and changing situations with sound judgment and excellent customer relations skills. Ability to remain calm and professional in high stress situations.

 

PHYSICAL DEMAND

 

Requires the ability to walk/travel and also requires 20% sitting and 80% standing and walking/traveling. Requires the ability to lift up to 25 lbs. maximum with frequent lifting and/or carrying of objects weighing up to 25 lbs. Exposure to hazardous conditions within regulatory limits, such as exposure to radiative material shipments.

 

Additional Information

Experience in a regulatory/paralegal capacity, maintaining records related to regulatory requirements strongly preferred.

 

Bachelor's Degree in Secretarial Science, Business or related field required. Additional training or experience in regulatory and/or legal and risk management work environment helpful. Minimum five years administrative secretarial experience required. Medical office/facility experience helpful.

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Job Info

Job: 25138

Department: Radiation Safety Physics
Category: ADMIN SUPPORT
Sub Category: GENERAL CLERICAL
Status: Full Time Benefits Eligible
Shift: DAYS
Hours: 40

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