Job description

Overview:

• All positions are located in Fresno/Clovis CA *

The Community Health System is a locally owned, not-for-profit, public-benefit organization based in Fresno, California. Community is the region's largest healthcare provider and private employer. We operate a physician residency program with one of the nation's top medical schools - the University of California, San Francisco.

We are home to the only Level 1 Trauma Center and comprehensive burn center between Los Angeles and Sacramento and also serve as the area's "safety net provider." In fiscal year 2021, Community provided over $231 million in uncompensated services and programs.

Responsibilities:
Provides contract, purchasing and administrative support to the Director. Maintains knowledge of and processes contracts, invoices, purchase orders and work orders for the assigned departments, ensuring the accuracy and completeness of each. Acts as a point of contact for various departments and vendors regarding contracts, equipment, recalls, service repairs, etc.

Accountabilities

1. Maintains contract database with current detailed information (i.e. vendor, facility, equipment covered, serial numbers, terms, amount, payment information, etc.).
2. Reviews contracts for terms and conditions, validates entity information, cancellation clause and jurisdiction for contract disputes and verifies all assets are listed on contract via TMS database.
3. Tracks contract progress, expiring contracts and provides contract information to departments.
4. Ensures all contracts are uploaded to the TMS database, attached to all assets covered under agreements and forwarded to contract administration. Obtains and ensures all contracts have the appropriate signatures.
5. Processes and reconciles invoices, resolves discrepancies and ensures all invoices contain the accurate purchase order/work order to ensure proper coding and payment.
6. Processes purchase orders for service repairs, addresses equipment receiving issues, reviews weekly reports and works with vendors and staff to resolve errors and discrepancies.
7. Provides administrative support, including the following: fielding calls, ordering office and catering supplies, maintaining files, scheduling meetings, creating agendas, sign-in sheets, taking minutes, providing refreshments, receives and distributes mail/equipment/packages.
8. Coordinates Annual Appreciation week for assigned departments.
9. Assists the director in maintaining and managing staff scheduling in accordance with department budgets, assists with corporate credit cards, employee files/education/certifications, time and attendance, payroll corrections/changes, regulatory compliance reminders, notifications, HLC reminders, performance review follow up, etc.
10. Compiles and submits reports, correspondence, executive summaries and board transmittals.
11. Supervises department volunteers, including training and coordinating assignments.
12. Schedules and responds to maintenance repairs and medical equipment recalls.
13. Performs other duties as assigned.

Qualifications:
Education

• Associate's Degree in Business, Secretarial Science, Logistics or related field required
• High School Diploma, General Education Development (GED) or Completion of a CMC Approved Individualized Education Plan (IEP) Certificate and 2 years related experience may be substituted for Associate's Degree

Experience

• 5 years of administrative, customer service, bookkeeping, contract or logistics management experience required

Disclaimers:

• Pay ranges listed are an estimate and subject to change.
• Per the CDPH order, all healthcare workers are required to be vaccinated for COVID-19 or have an approved exemption and test regularly.
• If any bonuses are noted, they are only applicable to external hires meeting criteria.

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