Clinical Engineering, Business Office Coordinator

• Position: Clinical Engineering, Business Office Coordinator
• Multiple Locations Available: 4901 Searle Parkway, Skokie, IL OR NorthShore Hospital
• Full Time/Part Time: Full time
• Hours: Days; Regular hours of operation

Provides system-wide HTM logistical support for clinical-customer requests, procurement of parts and services, invoice management, and clerical support / data entry supporting the service levels and processes owned by the Manager, CE Business Office. Acts as the front-line voice of Clinical Engineering for clinicians and site staff — receiving and dispatching service requests, processing purchase requisitions, reconciling invoices, and ensuring timely flow of work between sites, vendors, and the CE team.

• →Receive and dispatch customer service requests through the CMMS work-order system and via phone; monitor internal resource availability, escalate calls, and manage vendor scheduling.
• →Process HTM purchase requisitions for services, contract pools, and non-parts goods into purchase orders per departmental workflow, including proper approval authority; route parts requests to the Parts Coordinator, who owns parts sourcing, requisitions, and inventory.
• →Train fellow Business Office Coordinators on intake, dispatch, and order-status processes; provide requestors updates on order status and escalate as needed.
• →Support Accounts Payable's new-vendor vetting by submitting requests and documentation; ensure HTM purchasing complies with preferred-supplier policies; manage updates to purchase orders.
• →Enter invoices and contracted service reports into the AP system; match them against PO line items and receipts and prepare them for payment approval — executing the invoice-reconciliation process owned by the Manager, CE Business Office.
• →Document and escalate variances with internal resources and vendors per department procedures.
• →Provide SharePoint and CMMS data entry and updates under direction of an HTM leader.
• →Compile reports; coordinate meeting planning and event logistics; perform other duties as assigned.

• →Education: Associate's degree in business, accounting, or a related field — OR 5+ years of experience working in a healthcare office environment.
• →Experience: See education: 5+ years in a healthcare office environment may substitute for the degree.
• →Unique or Preferred Skills:
• →Knowledge: Understanding of basic medical-equipment terminology to interpret service-requester problems; proficient with CMMS work-order systems, SharePoint sites and libraries, and invoicing applications; effective use of Outlook, Excel, and other business software.
• →Skills: Excellent communication and customer service; accuracy, thoroughness, and orderliness; strong interpersonal and organizational skills.
• →Abilities: Works independently and as part of a team; able to prioritize multiple, simultaneous work requests; calm and professional demeanor under pressure.