Supervisor Maintenance

Job Description

ECU Health

About ECU Health Beaufort Hospital, a campus of ECU Health Medical Center

ECU Health Beaufort Hospital serves as a campus of ECU Health Medical Center. The 142-bed full-service hospital is located in Washington and has earned national designation as a Primary Stroke Center. It is home to a 16-bed emergency department that serves approximately 25,000 patients per year, as well as the Marion L. Shepard Cancer Center – a provider of leading-edge chemotherapy and radiation therapy, among other cancer services. ECU Health Beaufort also offers general medical and surgical services, operative services, a women’s birthing center, rehabilitation services and outpatient clinics.

Position Summary

Coordinates the completion of work orders for the General Maintenance Division

Coordinates the completion of work orders for the Mechanical Division

Coordinates the preventative maintenance for the General Maintenance and Mechanical Divisions.

Coordinates new equipment delivery and installation

Conducts divisional meetings for the General Maintenance and Mechanical Divisions

Coordinates Off shift activities

Trains/coaches Evaluates personnel

Reviews service contracts.

Approves all purchases for the General Maintenance and Mechanical Divisions

Coordinates assistance with Special Projects completion

Maintains portable radio system

Coordinates furniture and equipment moves

Coordinate Elevator Repairs and inspections

Coordinates JCAHO compliance

Responsibilities

Investigates General Maintenance Divisions request for work.

Request are received through work orders, e-mails, phone messages, and meetings.

Answers questions and issues associated with requested tasks. This may require giving estimates concerning repairs relating to time and materials.

Follow up on work performed when necessary to insure it is done correctly and is satisfactory to those requesting it.

Physically looks at issues and work orders to determine best approach to complete work.

Assigns work to staff based on workload and expertise available.

Work Orders for the General Maintenance Division involves all general patient room equipment and furnishings as well as portable hospital equipment such as beds, wheelchairs, stretchers and building components such as all interior lighting. The total equipment responsibility for the General Maintenance Division exceeds 4,000 pieces of equipment and several thousand building components.
Coordinates the completion of the Mechanical Division related work orders.

The coordination of these work orders requires a familiarity with all technical aspects of the equipment and systems.

Unlike the General Maintenance Equipment the Mechanical Maintenance equipment and systems require a higher level of supervision due to the complexity of the equipment as well as a lack of duplication of equipment.

The completion of a work order may require coordination of a back up plan and a higher level of planning and preplanning.

The repairs may also require the use of an outside vender and or contractor.

The coordination of the repair of equipment assigned to the Mechanical Division include systems such as sterilizers and instrument washers.

The Maintenance Supervisor must also deal with advanced refrigeration systems such as Pharmacy and Lab refrigerators as well as all of the facility ice machines, as well as all dietary refrigeration.

The supervisor is also responsible to coordinate repairs on larger systems such as the Pneumatic Tube System. These repairs may require the coordination of several of the staff in a team effort to determine the problem and resolve it quickly and many times the supervisor must coordinate his efforts with outside service personnel.

The Maintenance Supervisor coordinates the repair of many systems and equipment that have little or no back up and have tremendous impact on the operations when they are down.

The Mechanical Division is responsible for some 1,661 pieces of equipment. This includes automatic doors, dietary equipment, sterilizers, instrument washers, domestic clothes washers and dryers, domestic and commercial refrigeration as well as larger systems such as the pneumatic tube system. All these systems are maintained by the careful orchestrating of the efforts of the in-house technicians with contracted service personnel.
Coordinates the assigned preventive maintenance (PMs) for the General Maintenance and Mechanical Divisions by assigning PMs to staff as they are generated monthly.

The supervisor tracks all PMs to insure they are completed in a timely manner.

The supervisor evaluates the need for additional manpower or adjusting work schedules to complete PMs.

The supervisor also works closely with the Plant Operations Quality Technician (QT) who tracks and reports delinquent PMs.

The supervisor is responsible for completing and reporting to the QT all delinquent PMs.

The supervisor coordinates efforts to include new equipment in the PM program by recording all information concerning the equipment.

This information is then reported to the QT for inclusion into the PM system.

The supervisor is also responsible for reporting the need to remove equipment from the system, that has been taken out of service.

The supervisor also reviews all PM procedures to insure that they are timely and effective.

This review is accomplished by obtaining feedback from staff and then evaluating information then reporting to the QT who incorporates the changes in the PM system.

The supervisor must constantly evaluate the effectiveness of the PM systems as related to the number of repairs and down time of essential equipment.

The supervisor is responsible for tracking equipment failures and reporting this monthly to the manager.
Coordinates new equipment deliveries and installation. This responsibility can be divided in to several areas.

The supervisor is often included in the planning phase of the purchase of new equipment. This requires the supervisor to attend group discussions to evaluate new equipment.

Planning may require the supervisor to field verify requirements for the new equipment as well as report to the management of Plant Operations to insure that the new equipment can be installed, code compliant.

The supervisor is often required to meet with venders and manufacturer's representatives.

The supervisor also works closely with Material Services to insure that the delivery is times in such a manner that recourses are available.

The supervisor may be required to support the effort with contracted movers such has ABC Moving and also arrange for temporary storage.

Patient related equipment such as beds, may require an initial safety check and documentation.

The supervisor must coordinate these efforts with equipment delivery to Material Services.
Attends weekly Plant Operations Supervisors meetings conducted by the Plant Operations Administrator.

Conducts daily meetings with staff in the General Maintenance and Mechanical Divisions, to communicate policy and procedure changes.

Communicates expectations to staff, while at the same time allowing feed back and input on all issues.
Coordinate off shift activities.

There are two phases of activities that take place on the off shifts.

First the supervisor is responsible for the directing one-half of the off shift coverage.

Five staff members are assigned to 2nd, 3rd and weekend shifts. These staff responsibilities include work order completion, manning the control room and emergency response.

The supervisor is responsible for insuring that these off shift staff are trained and are familiar with policies and procedures that may come into play during the off shift hours.

The supervisor instructs the staff on issues such as elevator extraction as well as securing technical equipment.

The supervisor must also insure that staff are familiar with the emergency call back procedures, with a working knowledge of who to call and when it is justified.

The supervisor also has the responsibility of reviewing the off shift log each morning and taking action as necessary. This action may be a simple follow up or may require additional training to the off shift staff to prevent recurring issues.

The 2nd phase of off shift coverage is the Mechanical Division on call coverage.

The supervisor is responsible for scheduling an on call rotation.

The supervisor is also responsible for determining how different situation are dealt with, and is responsible for all action taken by his staff.

The supervisor is responsible for all follow up and reporting to his manager.
The supervisor shall be responsible for training, coaching and evaluating staff.

The supervisor is responsible for the training of staff.

This training may require the use of venders, in which case, the supervisor will coordinate and schedule in services on upgrades to equipment or the operation of new equipment.

The supervisor shall also be responsible for cascading information related to policy and procedure to staff.

The supervisor shall also be responsible for the annual evaluation of all assigned staff.

The supervisor shall utilize the appropriate form, as well as confer with the manager, prior to presenting the evaluation to the staff.

The supervisor shall be responsible for coaching staff at the time of their evaluation as well as ongoing coaching of staff for maximum productivity.

The supervisor is responsible for initiating disciplinary action.

This requires the supervisor to have a working knowledge of the hospital handbook as well as departmental expectations.

The supervisor shall also have the responsibility of initiating disciplinary action in cases of misconduct or failure to carry out assigned task.

The supervisor shall work closely with the manager in these situations to insure that all policies and guidelines are followed.
The supervisor shall reviews all service contracts for sterilizers, washers, elevators, pneumatic tube system, fire extinguishers and ansul systems.

The supervisor shall continually evaluate all equipment and systems to determine if service contracts are necessary as related to technical expertise as well as cost containment. This requires the supervisor to track downtime as well as cost for repairs of major equipment and systems.

The supervisor evaluates the specified scope of work in all contracts and compares with projected contract cost.

The supervisor makes recommendations the Building Systems Manager as related to excessive contract cost and to the deletion of services.

The contract evaluation by the supervisor requires a working knowledge of the equipment, the risk associated with in house repairs and operational issues associated with excessive down time.
The Maintenance Supervisor is responsible for all purchasing of the General Maintenance and Mechanical Divisions.

The supervisor maintains an adequate inventory in both shops for equipment repairs and preventative maintenance.

The supervisor evaluates the method of purchasing and coordinates this with venders, that maintain assigned quantities of specified product, parts and repair items.

The supervisor approves all purchases for the General Maintenance and Mechanical Divisions.

The supervisor must sign all purchasing paper work (Yellow Sheets) submitted to him by staff.

The supervisor then channels all yellow sheets to the manager for final approval. It is the supervisors responsibility to insure that all purchasing paper work is processed correctly. This process involves the use of standing purchase order numbers as well as requesting a purchase order number for venders outside of usual suppliers.

The supervisor is responsible for insuring that all purchased items are received and signed for according to policy and that all paper work is submitted to the Departmental Secretary for processing.
Where special projects involve the relocating, removal, replacement or installation of General Maintenance or Mechanical Maintenance equipment, the Maintenance Supervisor will coordinate these activities.

The supervisor will work closely with venders, contractors as well as in house construction staff. These projects may include replacement of equipment such as sterilizers or increasing the size of systems such as the pneumatic tube system. These projects require the supervisor to attend meetings involving equipment specifications and selection as well as pre-construction planning.

The Maintenance Supervisor shall also coordinate maintenance upgrades to existing systems that require the coordination of other divisions.

The supervisor on a given project may coordinate the equipment installation, wiring, plumbing and carpentry.
The Maintenance Supervisor maintains the portable two-way radio system (100 radios) for all of the Plant Operations staff.

Maintaining the radio systems includes, purchasing of all radios, maintaining an accurate inventory list with model and serial numbers, maintaining a set number of spare radios and batteries and coordinating the repair of radios with vender.

The supervisor also coordinates all system upgrades with vender and Plant operations staff.
The Maintenance Supervisor coordinates all internal and external furniture moves. This is accomplished by utilizing Plant Operations manpower as well as coordinating efforts with ABC Moving.

Prior to each move the supervisor or his designee must make an initial investigation of the requested move, meet with all involved and coordinate the entire effort. This effort may require coordinating assistance in obtaining packaging materials and may require coordinating the use of Material Services vehicles.

The coordination effort may be as small as one item, are as large as an entire department relocating, requiring several days of coordination.
The Maintenance Supervisor shall also coordinate the inspection and repairs of all elevators (55). This effort requires the supervisor to coordinate a monthly PM of elevators utilizing in house staff as well as maintaining documentation of annual state inspections of each elevator.

The supervisor is responsible for monitoring the service log that documents all repairs by contracted service personnel.

The supervisor is also responsible for assisting the manager in developing procedures for elevator shut down and personnel extraction.

The supervisor also trains Plant Operations staff on emergency procedures when personnel require extraction.

The supervisor shall also review elevator service contracts, determine coverage responsibility on maintenance and or abuse issues.
The Maintenance Supervisor shall coordinate all related JCAHO compliance by the General Maintenance and Mechanical Divisions.

The JCAHO issues include coordination of inspection and testing of fire extinguishers, ansul systems, fire shutters, and exit lights.

Minimum Requirements

High School plus 1 year but less than 2 years of formal training or education.

Related Work Experience:
More than 5 years but less than 6 years experience as a
hospital mechanic or technician or supervision of employees either from an industrial/manufacturing or military background.

One year of formal education may be substituted for each year of required experience, up to two years. Five years of actual supervisory experience may substitute for two years of formal education.

General Statement

It is the goal of ECU Health and its entities to employ the most qualified individual who best matches the requirements for the vacant position.

Offers of employment are subject to successful completion of all pre-employment screenings, which may include an occupational health screening, criminal record check, education, reference, and licensure verification.

We value diversity and are proud to be an equal opportunity employer. Decisions of employment are made based on business needs, job requirements and applicant’s qualifications without regard to race, color, religion, gender, national origin, disability status, protected veteran status, genetic information and testing, family and medical leave, sexual orientation, gender identity or expression or any other status protected by law. We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer, or against any individuals who assist or participate in the investigation of any complaint.