Coordinator, Cmms - Clinical Engineering

The primary purpose of the CMMS Coordinator position in Clinical Engineering is to provide administrative & maintenance support related to regulatory compliance adherence, service standards and operational support, to the Service Delivery team(s), Program Management along with Clinical Systems Engineering team members. Works collaboratively with all Clinical Engineering staff to implement and maintain cost-effective, centralized processes and reporting related to work control, supporting medical device management functions.
Data Management & Integrity
• Administers and maintains the CMMS system used for the departmental operations in Clinical Engineering.
• Configure and troubleshoot the system.
• Ensure integrity and accuracy of data in the system.
• Train staff members and provide support to end users of the CMMS system.
• Regularly audit the CMMS system to ensure compliance with regulations.
• Assists leadership to perform analysis of data requirements and develop prototypes, to encourage improved decision making
• Works regularly with leadership team members to structure data reports to fit the regulatory and committee-based reports needs related to various institution-level strategies such as Institutional Medical Device Committee (IMDC), related subcommittees and a number of specific task groups such as medical device custodial group work as well as reporting of medical device vulnerability management with the Department of Cybersecurity
• Provide support on, design effective, productive written reports/data through CMMS
• Collaborate with Service Delivery, Clinical Systems Engineering and Program Management teams to optimize the utilization of the CMMS. Work closely with supervisors and technicians to review equipment descriptions, PM frequencies, task requirements, materials, and asset information for uniformity, accuracy, and completion, working in the work control specifications for work management within Clinical Engineering scope of services
• Apply knowledge of CMMS, Data Security Reports, Excel, and other software to maintain, capture and measure significant Key Performance Indicators (KPIs). Advise on ways to improve performance.
• Be able to perform all functions in CMMS and become the Subject Matter Expert (SME) in CMMS and the work order process
• Works closely with Metrics Analyst to meet any/all data analytics to support medical device management in Clinical Engineering, as part of the data management, reporting departmental function
• Work closely with supervisors and technicians to review equipment descriptions, PM frequencies, task requirements, materials, and asset information for uniformity, accuracy, and completion
Analytics and Reporting
• Build queries and manipulate database information to assist users at all levels, on demand, to identify potential data management solutions to enhance functional productivity.
• Assign and Schedule "A" work orders in CMMS; including project and vendor work
• Coordinates work activities with internal departments, external entities, and vendors while reviewing proper work assignments to the craft technicians.
• Working with the Service Delivery team; review, maintain, and communicate any work order related discrepancies, including wrong work order code entries, missing Time Charge accountability and/or delay in customer service responses. This includes equipment type, crafts required, available hours, PM load leveling, work location, work order status, etc., needs to be considered.
• Build, correlate, and examine the PM Load Balance throughout the year.
• Implement controls to adhere to Corrective Maintenance (CM) and Customer Service (CS) type work order policies and guidelines. These controls include adherence to parts costs, work order updates, data integrity and status among customers, vendors, technicians, team supervisors (to include where applicable other support teams, such as Facilities, IT-IS, Nursing, Labs-Research and Diagnostic Imaging).
• Participate and contributes in weekly "A" work order GAP analysis-review and scheduling meetings. Summarizes and analyzes backlog work order for each CE team, allowing for quicker response to customer requests and a shorter close-out time for "A" work orders.
• Maintain liaisons with other customer service advocates and other management personnel regarding work execution, necessity of customer-related response activity, and staff availability status.
• Prepares well-organized, easily understood reports, analysis, and summary of findings for use by management
• Assists in preparation of regularly produced reports to support executive decision making
• Consolidates data from multiple sources, using industry-based tools or manually; must be able to process data effectively using Microsoft Excel and Business Intelligence tools
PM Scheduling, Planning & Parts Management
• Facilitates the development of the PM program by working closely with the Service Delivery team(s) to review equipment descriptions, PM frequencies, task requirements, materials, and asset information for uniformity, accuracy, and completion. Build, correlate and examine the PM Load Balance for the various staffing teams and determine its cost. Work consistently with team supervisors to maintain the PM Load Balance throughout the year, to ensure regulatory compliance, proper workload distribution and medical equipment availability for PMs.
• Create, manage changes and monitors PM procedures in CMMS
• Maintain the various PM procedures in CMMS to accurately reflect the work to be performed, continuously monitors efficiency of PMs (by review of 'Established Hours') and keeps printed copies of PM procedures in associated department binder(s)
• Analyze data to determine vendor-contractor or in-house decisions on repairs or PMs or project related work.
• Establish short- and long-term plans by analyzing resources and backlog on all types of work requests - PM / CM / CS / Projects / Recalls / Alerts.
• Provide customer service by communicating and coordinating information about personnel, material, and time to accomplish medical equipment maintenance and project work on a priority basis. Coordinate cost, work data, and status among customers, contractors, technicians, supervisors and other support teams, such as Facilities, IT-IS, Nursing, Labs-Research, Diagnostic Imaging and all others applicable.
• Monitor and sustain work progress by tracking workflow. Verify availability of parts and equipment including PM kits; ensuring PM completion per individual Asset PM Schedule and rescheduled as related to activities due to downtime (Equipment In-Use).
• Stay current on the functionality of the Clinical Engineering (CE) Warehouse, materials tracking, and inventory control issues to gain increased knowledge and control over inventory and associated processes
• Take the initiative to develop improvements in the CE Warehouse. Identify, plan and recommend better inventory levels for popular items, long lead-time items, parts for critical equipment, etc. Execute programs to stock items in the common warehouse as opposed to keeping stock in the individual Shops.
• Support Admin team personnel to perform Accounts Payable, invoice tracking, procurement functions and budgetary reviews.
Other duties as assigned
Education Required: Associate degree in Business, Applied Science, Electrical Engineering, Biomedical or Clinical Engineering or related field.
Preferred Education: Bachelor's Level Degree
Experience Required: Two years' experience in a progressively responsible data analysis, visualization and/or classification in a technical capacity. May substitute required education degree with additional years of equivalent experience on a one-to-one basis.
It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html