Employment Type:

　　Full time

　　Shift:

　　Description:

　　The position supports the Radiation Oncology, the Regional Radiation Safety Program (RSP) and Radiation Safety Officer (RSO) which supports and manages regulatory compliance regarding the medical use of ionizing radiation for numerous clinical services (Radiology, Nuclear Medicine, Radiation Oncology, Surgery, Endoscopy, Cardiology, Transfusion Service, Security Police, Environmental Services, etc.) at Ann Arbor, Brighton, Canton, Chelsea, Fowlerville, Livingston, Livonia, and Plymouth ministries.

　　The position performs advanced administrative duties requiring broad and comprehensive experience, skills and knowledge of departmental and organizational policies. Composes and prepares correspondence, coordinates meetings, gathers and analyzes data to develop complex reports, and assists in providing data as needed departmental budgets. Uses discretion and judgment when screening important visitors and telephone calls, relaying confidential and highly sensitive information, and when planning and organizing workload. The position may require fingerprinting for a 10-year historical FBI background check to meet Nuclear Regulatory Commission security requirements (10 CFR Part 37) for access to sensitive security information.

　　PRIMARY DUTIES AND RESPONSIBILITIES

　　Supports and manages the occupational radiation dosimetry badge service. This includes managing new staff badges, lost badges, declared pregnancy special badge requests, collection and tracking of badges and late submissions, shipping of badges to the vendor, and timely distribution of all badges across all locations. Review, manage, organize, and maintain associated occupational radiation dosimetry reports for regulatory compliance. Monitor and use the online web-based database software to update and maintain occupationally monitored staff badge assignment and records through the dosimetry vendor. This program monitors radiation exposures for over 61 individual services encompassing more than 1800 workers with more than 3000 badges monitored on a monthly and quarterly basis.

　　Help organize and facilitate records and communications for the quarterly Radiation Safety Committee meetings for both St Joseph Ann Arbor and St Mary Mercy Livonia.

　　Review, print, file and track all x-ray machine testing reports. Review and track completion of RSO reviews of the same reports and submissions to Clinical Engineering for services required. Organize, and maintain up to date records binders in the Radiation Safety Office for all x-ray equipment annual testing records at all locations listed on 21 separate State Registration Certificates.

　　Monitor and track completion of lead integrity testing requirements and effecting the disposal of failed lead personal protective equipment (PPE). This is accomplished using a commercial vendor database tracking software product.

　　Process and track requests for the Nuclear Regulatory Commission (NRC) required “Trustworthy and Reliable” (T&R) approval certification of staff with access to special sources of radioactive material. Manage, organize, and track these T&R records, review security alert and system testing reports, and swipe card/key access reviews. Assist with other security program requirements as needed.

　　Update, organize, and review with HealthStream training modules, file uploads for publication, assist with assignment of training modules to staff, review and follow-up staff training completion status, staff access, maintain HealthStream administrator privileges, and other duties associated with the radiation safety training program.

　　Assist with organizing and maintenance of associated facility and structural x-ray machine shielding report and survey records, assisting with maintenance of the electronic archive of approved shielding historical records. Coordinating with the State of Michigan for radiation safety program changes related to State Registration Certificates, including changes in equipment, amendments, and renewal of Registration Certificates (21 Certificates).

　　Testing, calibration, and quality control of personal electronic radiation dosimeters used by security police.

　　Performs typing and/or word processing of correspondence, documents and reports, usually from rough drafts and existing documents. Composes and types/word processes complex and non-routine correspondence, meeting minutes and recurring reports, according to the RSO directions. Types/word processes a variety of forms, tables, charts, presentation materials, manuscripts, contracts and records that are often complex, sensitive and confidential in nature. Proofreads and edits final materials for accuracy, consistency and clarity, and submits for approval.

　　Develops, implements and maintains the Radiation Safety Program record-keeping and filing systems. Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work and purchase orders. Prepares, maintains and processes a variety of records and logs. Updates records and files in a timely fashion.

　　Assists in preparing complex administrative and statistical reports and projects. Uses knowledge of hospital policies and procedures to perform difficult information gathering, compute complex calculations, interpret and analyze data, draw conclusions and draft narrative results. Prepares recurring and non-recurring reports and analyses for review by manager. Operates departmental computer database systems and maintains data used for quality assurance, statistical reporting and/or other purposes.

　　Regularly engages in a variety of contacts inside and outside the organization to obtain or relay information, arrange meetings, gather data, etc., often dealing with executives, medical staff or influential outsiders. Receives, reads, and relays incoming correspondence, reports, memoranda and mail. Screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to the RSO or departmental manager with necessary background information. Processes outgoing mail and packages.

　　Places, receives and routes telephone calls and messages. Screens and prioritizes calls from staff and outside regulatory agencies and vendors. Notifies appropriate staff and directs calls and information to appropriate areas.

　　Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency and cost effectiveness.

　　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, and employees. Discusses patient and hospital information only among appropriate personnel in appropriately private places.

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

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

　　REQUIRED SKILLS AND ABILITIES

　　The incumbent must be able to function independently and be highly organized in the maintenance of records both electronically and on hard copy paper to ensure compliance with all applicable regulatory requirements. A strong command of applicable software programs includes Adobe Acrobat, Microsoft Word/Excel/PowerPoint/Publisher/Outlook.

　　Interpersonal skills to interact positively with staff, physicians, and the public, for the exchange of information about regulatory and program requirements, procedures and policies, and radiation exposure and its associated biological risk from exposure to humans.

　　The incumbent must be able to function independently and be highly organized in the maintenance of records both electronically and on hard copy paper to ensure compliance with all applicable regulatory requirements.

　　Pass the background and security check as “Trustworthy and Reliable” consist with NRC 10 CFR 37 requirements.

　　QUALIFICATIONS

　　High school diploma or equivalent combination of education and experience. Additional formal clerical and computer training and experience is desirable. Knowledge of medical terminology.

　　Familiarity with administrative support procedures, usually gained through three or more years of progressively responsible administrative office experience.

　　Proficient with at least one word processing package, one spreadsheet software package, and one graphics package. Accurate typing and data entry skills. Accurate spelling and grammar, proofreading and editing skills. Written communication skills to compose letters, memos, meeting minutes and reports. Strong attention to detail and organization. Preferred experience with Microsoft Word, Excel, PowerPoint, and Outlook.

　　Telephone skills and ability to operate office equipment such as personal computers, copiers, fax machines, and printers.

　　Able to exercise independent judgment to set work priorities, prioritize calls, handle administrative details on behalf of the RSO, and work with minimal supervision.

　　Interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other organizational personnel, in order to relay and obtain information. Considerable tact and discretion for dealing with sensitive and confidential information, and for frequent interactions with high level contacts inside and outside the organization.

　　Analytical skills to gather and summarize data from multiple sources, calculate statistical figures, analyze results and draft narrative reports.

　　Organizational skills to prioritize multiple tasks, meet deadlines, and adapt quickly to changes and interruptions.

　　WORKING CONDITIONS

　　Normal office environment.

　　Occasional lifting of up to 25 pounds, bending, standing and walking.

　　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.

　　Our Commitment to Diversity and Inclusion

　　Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

　　Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.

　　EOE including disability/veteran