Farm Operations Coordinator-Ft-Trinity Health Oakland

Employment Type:

Full time

Shift:

Description:

POSITION DESCRIPTION

Job Title: Farm Operations Coordinator

Revision Date:

Job Code:

Certification/License Required: ☐Yes x No

POSITION PURPOSE

The Farm Operations coordinator is responsible for the day-to-day logistics and operations of the Farm at St Joe's. The coordinator cultivates positive relationships with internal and external communities.

Coordinator ensures that all farm programs follow protocol, establishes and maintains systems to increase efficiency, creates positive community relationships, and coordinates events. Coordinator expands the Farm's ability to host events, patients for innovative therapies, and support colleagues through retreats. Anticipates departments' and managements' needs and takes initiative to develop action plans to meet those needs.

Acts independently when dealing with patients or outside customers on sensitive matters, determines the true nature of problems and/or concerns and recommends course of action to resolve. Reports to the Farm Program Manager.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Assignments are broad in nature and usually require originality and ingenuity; as well as the regular use of judgment and discretion to solve complex problems where the answer is not apparent. Ability to select the best solution from several "right" answers requires comprehensive and detailed knowledge of applicable departmental and System policies/procedures and basic knowledge of specialized field. Performs a wide variety of administrative duties with high volume and complexity.

Coordinates the logistics of the internship program with the program manager and hospital administration to manage onboarding, contracts, and timekeeping.

Manages and grows the volunteer program at the Farm, including advertising, onboarding, communication, and record-keeping. Position is responsible for creating a safe, welcoming environment for community members of all backgrounds and abilities. Partners with other farm staff for day-to-day management of volunteers.

Promotes efficacy of programming and production through data collection and evaluation.

Oversees the logistics of the Farm. Includes planning events, managing use of space by partners, planning and executing retreats for colleagues, and ensuring protocols for site use and safety are followed.

Develops filing systems, internal mailing processes and procedures. Accountable for sensitive and confidential data, including personnel, payroll, attendance, billing, work, and purchase orders. Manages incoming and outgoing mail, correspondence, reports, and memoranda.

Prepares non-routine responses to incoming correspondence, researches and distributes materials to managers or others, including necessary background information. Independently handles many department inquiries, referring requests to others and acts as a "gate-keeper" for his/her manager(s).

Researches, compiles and analyzes data from multiple sources for reporting. Prepares reports and statistics to develop recommendations based on subject matter knowledge. Operate/manage databases and software to maximize capacity, responsible for data integrity used for quality assurance, statistical reporting and/or other purposes.

Schedules or directs large and complex meetings, conferences, and programs requiring sensitivity to issues, priorities, protocol, etc. Attends meetings, makes travel arrangements, and coordinates calendars and schedules of supported personnel.

Provide preliminary analysis and develop budget recommendations, forecasts and projections by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. Has delegated authority to authorize expenditures in accordance with defined policies.

May recommend and implement procedural changes; answer non-routine and/or sensitive inquiries; provide oral and/or written interpretations/procedures for unusual administrative problems referred by contacts inside and outside the organization.

Places, receives and routes telephone calls and messages. Screens and prioritizes calls.

Receives, greets and screens visitors, patients and/or employees. Ensures amenities are available. Notifies appropriate staff, and directs visitors and deliveries to appropriate areas.

Performs purchasing activity. Responsible to determine the needs for office and medical supplies. Coordinates maintenance and repair of office equipment; keeps work and visitor areas clean and well-organized.

Responsible to orient new interns and volunteers to department and may train, provide direction or delegate tasks to interns and volunteers within department.

Performs a variety of general secretarial and administrative duties such as copying, collating, running errands, assembling and distributing packets, mailings and memos. Also performs duties and more complex special projects specific to the functions and needs of the department.

Identifies and solves complex operational problems (e.g. staffing, budgeting, purchasing, billing, equipment and space), and may exercise ingenuity to develop methods or procedures to resolve recurring or unusual problems. Applies advanced knowledge and skills of organization's policies and procedures to resolve conflict in a constructive manner

Increases participation in Farm programming. Coordinator will partner with Marketing and Communications to increase visibility of farm programming; attend local events; and deepen community partnerships.

Ability to work evenings and weekends as required for events and other duties.

Clearly communicates The Farm's mission and vision to all visitors and program participants through both verbal and written communication.

Maintains good rapport and cooperative relationships. Approaches conflict in a constructive manner. Helps to identify problems, offer solutions, and participate in their resolution.

Maintains the confidentiality of information acquired pertaining to patient, physicians, colleagues, and visitors to St. Joseph Mercy Health. Discusses patient and hospital information only among appropriate personnel in appropriately private places.

Behaves in accordance with the Code of Conduct, Service Excellence Standards, and the Mission, Vision and Values of SJMH.

Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.

OTHER FUNCTIONS AND RESPONSIBILITIES

Performs other duties as assigned.

REQUIRED EDUCATION, EXPERIENCE AND CERTIFICATION/LICENSURE

• Minimum: Associates degree or equivalent

• Preferred: Bachelor's degree with preference given to backgrounds in program management, health care administration, public health or community services.

• Strong knowledge of program management

• Proven ability to manage complex systems and maintain order and safety

• Good customer service skills

• At least 1 year of event planning experience

• Ability to create and maintain recordkeeping systems

Certification/Licensure: N/A

REQUIRED SKILLS AND ABILITIES

• Ability to manage budgets

• Ability to create and maintain recordkeeping systems

• Outstanding customer service skills

• Highly organized and efficient

• Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.). Proficiency using databases and graphics software.

• Excellent organizational and time management skills.

• Ability to see "the big picture" in order to be a primary resource to others and for department.

• Excellent communication and interpersonal skills to effectively communicate with a wide range of community members, staff, physicians, patients, community members, and visitors.

• Strong analytical skills to compile, research, and analyze data from multiple sources, and prepare statistics to develop recommendations and reports.

• Strong cultural competency for promotion of inclusive and diverse community

• Ability to work outdoors in all seasons

This document is intended to describe the generalized duties and responsibilities, the specialized job functions, and the essential requirements of this job. It is not intended to be an exhaustive statement of all supplemental duties, responsibilities, or non-essential requirements or reflect any accommodations made under the American's with Disability Act, the Michigan Handicapper's Act, or SJMHS's Return to Work Program.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

1.Check the frequency and number of hours a day the worker is required to do the following specific types of activities:

ACTIVITY

FREQUENCY

RARELY

0-25%

OCCASIONALLY

25-50%

FREQUENTLY

50-75%

CONTINUALLY

75-100%

N/A

a. Sitting

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x

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b. Walking

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x

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c. Standing

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☐

x

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d. Bending

☐

x

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e. Squatting

x

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☐

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☐

f. Climbing

x

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☐

☐

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g. Kneeling

☐

x

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h. Twisting

x

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i. Lifting

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x

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j. Handling

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x

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k. Fine Motor Use

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x

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l. Pushing

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x

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m. Pulling

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x

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LIFTING RANGES FOR NON-PATIENT CARE:

☐ 0-15 lbs. x15-30 lbs. 30-45 lbs ☐ Over 45 lbs (with mechanical assistance)

LIFTING FOR DIRECT PATIENT CARE:

Ability to lift up to 35 pounds without assistance. When lifting greater than 35 pounds, colleagues are required to use assistive devices. Refer to Safe Lifting and Handling Techniques - Patients Policy- HR Policy 780.

3. (a) Does the job require worker to reach or work above the shoulder?

xYes ☐No Frequency: 10%__________________________

(b) Reaching at or below shoulder level?

xYes ☐No Frequency: 25%__________________________

4.Does the job require use of his/her feet to operate foot controls or for repetitive movement?

☐Yes xNo

5.Are there special visual or auditory requirements?

☐Yes xNo

WORK ENVIRONMENT:

Does the employee work near moving mechanical parts; in high, precarious places; and in outside weather conditions?

xYes ☐No

Is the employee exposed to fumes or airborne particles?

☐Yes xNo

BLOOD/FLUID EXPOSURE RISK: (check the right category) N/A

☐Category I: Tasks involve exposure to blood, fluids or tissue

☐Category II: Usual tasks do not involve exposure to blood, body fluid, or tissues but job may require performing unplanned Category I tasks.

xCategory III: Tasks involve no exposure to blood, body fluids, or tissues. Category I tasks are not a condition of employment.

Where an individual cannot perform tasks in the way that is anticipated, accommodations which would enable the individual to perform such tasks in an alternative way will be explored.

Our Commitment to Diversity and Inclusion

Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do.

Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve.

Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.