Title: TMS Coordinator

State Role Title: 19221

Hiring Range: Commensurate with experience

Pay Band:

Agency: Dept Behavioral Health/Develop

Location: Catawba Hospital

Agency Website: https://dbhds.virginia.gov/facilities/catawba/

Recruitment Type: General Public - G

Job Duties

Job Duties include but are not limited to:

• Serves as TMS database coordinator.
• Proactively monitors/evaluates the effectiveness of TMS and makes recommendations for new applications or enhancements based on need. Plans and implements the delivery and improvement of service.
• Maintains and monitors user lists and system security/access.
• Maintains ongoing communication with manager and assigned constituents to support effective system functioning and accountability.
• Performs administrative tasks and duties related to TMS as assigned in a professional and responsible manner, demonstrating understanding and adherence to agency vision and values in all aspects of work.
• Reviews activity and data reports to ensure adherence to DBHDS TMS requirements.
• Serves as the main liaison/technical expert, consulting with appropriate facility personnel and the TMS technical support for coordination, problem resolution and system maintenance activities.
• Facilitates data input to assure reliability and accuracy of TMS data.
• Establishes and implements procedures for timely input of updated information, assets, and equipment.
• Works with B&G staff and management to ensure accuracy of data and to establish standards of operation.
• Creates work order from web, telephone, and e-mail requests and assign to appropriate trades.
• Generates and monitors Preventative Maintenance/Planned Event work orders.
• Monitors the status of work orders. Works with B&G staff to ensure timely close-out and that appropriate scope and materials are included in completed work orders.
• Ensures an accurate inventory is maintained in the database.

TMS Training:

• Trains and orients new users to TMS.
• Develops educational modules based around needs assessment.
• Ensures training material is current and relevant.

Administrative Support for Building and Grounds:

Provides administrative support in the absence of the B&G Administrative Assistant

Minimum Qualifications

Ability to physically perform duties and ability to work the scheduled hours.

Working knowledge of Buildings and Grounds support services operations.
Excellent oral and written communication skills.
Ability to work independently.
Knowledge and understanding of HIPAA (Health Insurance Portability and Accountability Act) regulations related to information security and confidentiality.
Proficient in Microsoft Office Suite (Word, PowerPoint, Excel), TMS, Adobe or similar products. Technical knowledge of computers and software systems applications sufficient for organizational integration and to assist in trouble shooting problems and collaborating with facility IT personnel.
Ability to create and manage administrative processes using computer management systems. Ability to learn new software applications including flexibility and creativity in software system integration with on-going operations. Analytical skills necessary to make recommendations based on data analysis and user needs including the ability to generate reports from software systems for the purposes of data analysis, trends identification, budgeting and similar purposes.
General knowledge of state procurement requirements and principles of labor and materials management.
Experience working with operational and technical customers, vendors, peers and leadership.
Ability to prioritize work, handle multiple priorities and meet deadlines. Effective problem-solving and conflict resolution skills.
Ability to train staff on system uses and functionalities. Strength in presenting to groups and leadership.

Additional Considerations

Data/control systems management experience strongly preferred.
TMS software system or similar in a healthcare setting experience is preferred.
Associate degree in information sciences or equivalent work experience preferred.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 540-375-4200 for assistance. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY)

Contact Information

Name: Austin Grasty

Phone: 540-375-4368

Email: austin.grasty@dbhds.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.