IT Business Operations Coordinator

MAHEC is seeking a Business Operations Coordinator to support the needs of the IT Division. This is a benefits-eligible full-time role based out of MAHEC's IT Business Offices, located in our Family Health Center at Westridge (Enka/Candler).

JOB SUMMARY:

Primary responsibility for this role is to support the IT purchasing, receiving, and managing invoices, subscriptions, licenses, and invoices. The IT Business Operations Coordinator also manages return equipment and company issued phones, supports department meetings, and keeps accurate minutes and records for the department. Additionally, the person in this role will track all contracts, service renewals, and security certifications to ensure no lapse in services that could affect system uptime for all IT teams including Network Operations, Data Analytics, Service Desk and Application Development.

SPECIFIC RESPONSIBILITIES:
Utilize Workday software to manage expense reports, accounts payable and purchasing for the IT Department, and including services for all MAHEC departments. Ensure timely ordering and contract renewals for IT, clinical and enterprise software.
Contract management support for software and services, working with leaders on ensure that terms of use, license agreements, and master service agreements are reviewed for all contracts. Enter and track contracts from inception through end of lifecycle.
Track any security certificates, software, and service expirations that ensure no service outages. Ensure other stakeholders are informed to manage and approve ongoing. Use appropriate ticket or tickler systems.
Serve as primary point of contact for deliveries to the department.
Manage the process for issuing, tracking, and retiring of MAHEC issued phones.
Provided administrative support for department leaders for key meetings, tracking meeting minutes and action items to ensure completion of work.
Support training, conference registrations and travel for IT team members, ensure appropriate use of resources and expense reports and accurate and timely.
Fiscally responsible for department issued credit cards, for miscellaneous equipment and MAHEC wide software subscription services and keeping accurate updates for budget to actual spend to ensure budget adherence.
Develops positive and strategic relationships at all levels of the organization.
Uses discretion, judgement, and knowledge of the organization to facilitate the leadership team's activities and maintains confidentiality.
This role description is a general description of the essential job functions. It is not intended to describe all the duties the Facilities Business Operations Coordinator may perform.

KEY COMPETENCIES:

Communication Skills
Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient's family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.

Decision Making
Ability to make the most appropriate decision, in a given situation and then take the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.

HealthCare Knowledge
Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate. This also includes keeping up with your licensure and yearly training requirements within your area of expertise along with MAHEC's organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate.

Interpersonal Skills
Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, show respect and show empathy where appropriate with your colleagues, patients, and their family at all times, even when it's most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.

Organizational Values
Adherence to MAHEC's founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.

Problem Solving
Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change.

SPECIFIED SKILLS

COMPUTER

Excellent skills in Microsoft Office including Word, Excel, PowerPoint, and database applications required.
Experience with Outlook, Teams, and Sharepoint for collaboration management.

PHYSICAL DEMANDS

Occasional lifting of up to 20lbs
EDUCATION AND EXPERIENCE

MINIMUM QUALIFICATIONS:

Bachelor's degree or equivalent, 3 years of experience or an equivalent combination of education and related experience required.

PREFERRED QUALIFICATIONS:

Knowledge and experience with Workday procurement and financial systems
Demonstrated ability to organize, document, and improve processes across diverse teams within a complex organization
Skilled at documenting minutes
Familiar with IT related processes, terms, and functions

REQUIRED LICENSES:

Valid NC driver's license required.
SCHEDULE:

Regular attendance on-site is an essential function of this position. Typical business hours are Monday - Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible to respond to special work assignments, or evening activities, as requested by the team leader.

POSITION COMPENSATION:

$48,500 annually exempt + MAHEC Full Time Total Rewards Package

At MAHEC ,

we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive. All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.

MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer. Black, Indigenous, People of Color and Spanish/English bilingual persons are strongly e.