PRMO:, established in 2001, Patient Revenue Management Organization (PRMO) is a fully integrated, centralized revenue cycle organization supporting all of Duke Health, including Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, the Private Diagnostic Clinic, and Duke PrimaryCare. The PRMO focuses on streamlining the revenue cycle through enhanced management of scheduling, registration, coding, HIM operations, billing, collections, cash management, and customer service. The Mission of the PRMO is delivering quality service by enhancing the patient experience, providing financial security, and preserving Duke’s reputation and mission of advancing health together. Our Vision is to be recognized as a world class innovative revenue cycle organization that values our people, patients and performance.

General Description of the Job Class

Plan, coordinate and administer activities within assigned program areas; develop, coordinate and advise on policy related to assigned major programs. The program coordinator is responsible for managing the facility in coordination with the building management company and property owner.The position is responsible for all safety, security and related items at the facility.

Duties and Responsibilities of this Level

Operational Management (45%)

• Plan, coordinate and administer activities of assigned programs to include developing, implementing,and supervising related procedures, processes, services and systems.
• Provide training to security staff, day porter, maintenance specialist, and night crew supervisor for daily operational procedures.
• Manage operational activities including staffing needs for maintenance, housekeeping,security, safety marshals, and building contractors, and provide oversight of work services for each group by having routine check-ins.
• Operational activities include:
  • Security = Program coordinator is responsiblefor training the security guards on lobby desk customer service and patient check-in & log procedures, panic alarm procedures for active or accidental incidents including resetting the alarm, fire alarm procedures including active or accidental incidents, AED process, ICE (in case of emergency) procedures and chain of command contacts, and training security staff to log maintenancerequests into Building Engines portal.
  • Housekeeping = Program Coordinator is responsiblefor providing information on cleaning routines and schedules (i.e., clean refrigerators weekly, office cleaning schedule, clean training rooms daily). Coordinate supply needs and equipment replacement for restroom and breakroom facilities with property management company.
  • Maintenance = Program Coordinator is responsiblefor training maintenance staff in facility processes, such as lighting requests related to ADA accommodations, proce sses and procedures for lock changes, requesting keys for furnishings and file cabinets, replacement of broken equipment (i.e., restroom and breakroom facilities), and train on types of service calls handled in-house versus inputting into Building Engines portal to escalate to the property management company.

• Program Coordinator will coordinate and provide project management of facility projects/programs including vendor coordination, and oversight of all internal/departmental space relocations. Develop and maintain departmental floor plans for facility (office and cubicle).Develop and manage comprehensive plan for hoteling/shared space in coordination with senior leadership.Manage all hoteling requests for internal customers by allocating space, coordinating bookable hotel space resources through Outlook, and coordinating equipment installation (i.e., data,electrical, etc.).Manage planning and reporting of vacant space for senior leadership.
• Provide oversight of vendor services to include development of contracts and budgets, and administer contracts in accordance to Health System policies.
• Responsible for managing vendor services including vendors for coffee, water, and refrigeration.
• Create and maintain maintenance records and provide reporting to internal management as requested.
• Provide general oversight of leased facilities including routine communication with property management, building owners, and Duke corporate partners.
• Collaborate with property management company to seek permission for floor plan changes (including data and electrical needs), structural or permanent changes, administrative duties such as providing certificates of insurance annually, and correcting any safety hazards.
• Coordinate purchasing, maintenance and renovation activities for PRMO.
• Administer a program of internal property management and accountability to include inventory of furnishings, cubicle parts, and other goods placed in short term storage.
• Analyze proposal costs from external vendors and make final recommendations based on budget and customer need.
• Serve as liaison with corporate OESO to ensure facility remains compliant with safety and hazardous condition plans, (i.e., fire and tornado safety plans, air quality plans, etc.). Make and implement recommendations based upon assessments from corporate partners.Provide compliance reporting to senior leadership for any noted issues from OESO.
• Project management duties include developmentof project plans for facility assignments (i.e., renovating conference rooms, AV equipment installations, upfitting offices or cubicle spa ce, capital equipment projects, etc.), to include maintaining notes for each project, and distributing necessary reports and documentation to internal business partners. Coordinate the preparation of reports and analyses to include financial reports, setting forth progress, adverse trends and appropriate recommendations or conclusions.

Operational Support – Facilities andSafety/ Security (45%)

• Daily management and monitoring of the internal building maintenance requests work order system, and in putting service tickets into Building Engines system.
• Collaborate daily with property management company on maintenance, housekeeping, and safety issues. Establish and maintain vendor relationships for janitorial and onsite maintenance services.
• Log and monitor all maintenance and janitorial requests for timely completion.
• Maintain detailed, organized records of facility issues, maintenance requests and resolutions.Report adverse trends of facility issues to senior leadership.
• Responsible for maintaining (updating weekly) an online directory of all PRMO staff and other Duke staff located at S. Alston Avenue facility, including location, phone numbers, parking tags, and other necessary data fields to ensure accurate listing of all staff and space accommodations in the facility.
• Manage onsite food truck program, including recruitment and onboarding of food truck vendors.Collaborate with Duke Procurement Services for contracting of food truck vendors. Ensure vendors maintain proper health sanitation certificates.Collaborate with Sr. Communication Specialist to ensure communication to staff regarding schedule and availability of food trucks onsite.Communicate with vendors to ensure understanding of expectations, safety requirements, and feedback as needed.
• Collaboratively work with support staff on event planning, including contracting with vendors for onsite services, and set up and tear down of events.
• Develop and manage the facility recycling program. Develop, plan and implement promotional activities to publicize and promote the program; conduct educational awareness activities; develop internal communication in collaboration with Sr. Communication Specialist. Establish schedule of recyclable materials collections, transport, mailing and storage; research current innovations in recycling and waste reduction technology and develop new recycling projects; provide oversight of recyclable materials program. Determine fiscal requirements, make projections and prepare departmental budgets; monitor, verify and reconcile expenditure of budgeted funds; prepare financial statements reflecting status of programs and activities; ensure compliance with policies and procedures.Manage daily processingof security badge requests with the Medical Center Card Office for activationand termination of all badges for PRMO S. Alston access.< span> Maintain detailed, organized records of allstaff having ac cess to S. Alston location. Review reports and provide over sight of building access to ensure safework environment.
• Develop and maintain plans for fire evacuation, tornado safety, and disaster response.Routinely conduct fire and safety drills incoordination with Duke Fire safety office/OESO. Responsible for implementation of safety recommendations by Duke Fire Safety Office/OESO.
• Serve as the facility emergency response coordinator.Develop, maintain, and manage processes and provide resolution for emergency issues related to facility or security, including after-hours calls and/or onsite remediation. Make decisions during emergencies to ensure safety and security of facilities, employees, and equipment.Program Coordinator is on call 24x7 for emergency coordination.
• Develop and manage Red-Booksecurity program and maintain security processes for facility. Routinely communicate security processes to leadership to ensure compliance and safety needs are met. Coordinate panic alarm and emergency blue light alarm processes with vendors and provide training to staff on security processes/procedures as needed.Responsible for setting policy and procedure for emergency response protocol at S. Alston.Maintain emergency alert system notification including database, contracts, and vendor management.Collaborate with Human Resources, property management company and onsite security to resolve safety and security matters.
• Manage and provide oversight of security guards that maintain coverage of facility.Collaborate with security vendor to ensure daily coverage by security guards and schedule overtime or weekend work as needed for special projects.Provide training for security guards on policies and processes at S. Alston Avenue.

Finance and Budget (10%)

• Responsible for the ordering process of all furnishings within the confines of an annual budget,and in coordination with PRMO Human Resources for ergonomic requests, and PRMO Finance for Purchase Orders. Provide recommendations for furnishings or renovations, collaborate with senior leadership to obtain funding, and meet with business partner to provide final recommendation of product.Coordinate with vendors for purchasing, scheduling and installation of furniture or equipment.Maintain detailed and organized records for reconciliation.
• Research and develop budget proposals for facility or furniture up fit/renovation projects annually.
• Daily processing of work requests and invoices for purchases.

Perform other related duties incidental to the work described herein.

Minimum Qualifications

Education

• Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program

Experience

• Three years of experience in program administration or an equivalent combination of relevant education and experience involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

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Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.