Mary Spence

Responsibilities include:

• System administrator for VersaTrak, reviewing system and providing oversight daily
• System administrator for Everbridge, entering new employees and removing separated staff
• System administrator for MSDS Online
• Maintain and update safety data sheets for all departments in the facility in both paper and electronic format
• Maintain and schedule quarterly inspections performed by outside contractors
• Assist with annual updates of Hazard Communication Program
• Assist with updates for the Emergency Operations Plan, ensuring updates are distributed to all departments and maintained in both paper and electronic format
• Assist with planning, executing and documenting disaster drills
• Maintain Environment of Care (EOC) indicators
• Participate in EOC Rounds, record findings, enter work orders for deficiencies, and ensure completion
• Compile and organize information for Joint Commission
• Knowledgeable of Joint Commission standards for EOC, Life Safety, and Emergency Management
• Maintain reports, audits, and assessments in an accessible, up-to-date status to be reviewed by outside regulatory agencies
• Assist with inspections performed by Fire Marshal and record any findings for correction
• Submit and ensure completion of preventative maintenance program for all work orders submitted to the Safety Department. Ensure completion of tasks, informing Safety Manager of deficiencies and completing work order reports and returning to work order desk
• Update VHASS according to guidance from the Safety Manager or Central Office Emergency Coordinator
• Conduct annual key audit of facility, recording and maintaining results
• Conduct quarterly inspection of vehicle emergency kits and record results
• Assist with live fire extinguisher training and record results
• Assist with or conduct orientation as needed
• Maintain vehicle registration program, making updates as needed
• Assist with bi-annual updates to Security Policies and Procedures
• Assist with conducting fit testing for N-95 respirators when needed
• Fill in as Building 29 receptionist as needed
• Schedule, create agenda, and record minutes for Safety Committee meetings on a quarterly basis
• Schedule, create agenda, and record minutes for the Emergency Management Committee meetings
• Generate all purchase requests for Safety and Security departments and maintain record of all purchases
• Assist Safety Manager with correspondence by reviewing documentation for grammar and content
• Assist with drafting of budget projections for Safety and Security requirements
• Obtain quotes from various vendors, as needed, and prepare purchase requests for both Safety and Security

Responsibilities included:

• Recording and transcribing minutes of several committees within hospital
• Managed National Recall Alert Center notifications as primary system administrator
• Attended meetings of medical equipment management committee and maintained TEMS sheets on all scored equipment
• Assisted Healthcare Compliance Director with Joint Commission surveys ensuring documentation of pertinent data was up-to-date
• Assisted Risk Manager with compilation of data and monthly reports
• Instituted new reports for recording of safety device usage for patients
• Assisted Infection Control Nurse with data and reports for various committees
• Ensured supplies were adequately stocked for all members of the department
• Assisted several department members with travel arrangements for attending conferences

Responsibilities included:

• Recording minutes for several committees chaired by the Controller, typing, and distributing to multiple department heads
• Ensuring supplies were adequately stocked for department, purchasing items with university credit card as needed
• Reconciling credit card statement at end of month, ensuring all receipts were retained
• Assisting with travel arrangements for out-of-state conferences and conventions
• Creating flyers and advertisements for on-campus events and conferences hosted by Longwood University
• Assisting with planning and coordination of events and working registration of these events in a professional manner
• Assisting controller with all correspondence as needed