Position Title: Facilities Administrative Specialist FLSA Status: Non-Exempt Reports To: Director of Facilities, Manager of Facilities, Supervisor of Facilities POSITION SUMMARY: Coordinates and schedules work for Facilities employees and provides administrative support to all Facilities department functions including but not limited to Safety, Security, Capital Projects, Plant Operations and Groundskeeping, Environmental Services/Laundry, Procurement Services/Mailroom, PBX/Communication departments. Provides support to the Director of Facilities and the Facilities leadership team through administrative functions. Starting Wage: $15.791 The posted wage is the current starting wage for this position. Actual wage is dependent on the applicant's relevant experience and qualifications for this position. The wage range for this position may be subject to change in the future depending on a variety of factors such as market conditions, business needs, legal developments, and other appropriate factors. ESSENTIAL FUNCTIONS: CORE VALUES Models REHAB’s core values, HEART, in daily actions. Honesty – Speak and act with truth and respect. Engagement – Embrace and commit to our mission, vision and values. Aloha – Serve others with a spirit of kindness and compassion. Resilience – Rebound and recover with a sense of urgency. Teamwork – Work together for success. FACILITIES DEPARTMENT SUPPORT Communicates with, provides updates and follows-up with staff, department, managers/supervisors as appropriate, on the status of tasks, services, projects, etc. Anticipates problems, problem solves and takes appropriate action. Observes and obtains customer feedback on quality of services/work performed. Lends assistance to Facilities department functions due to staff absences or unanticipated activities to ensure quality work and service. Makes recommendations on purchasing of materials, supplies, etc. Works with staff to complete, resolve and correct problems that may arise. Assists Director and leadership team in monitoring productivity of the Facilities department and its employees. Serves as a section leader in the hospital’s incident command team when activated. PLANT OPERATIONS SERVICES Manages the Facilities Work Order request program. Prints pending department work requests, prioritizes, organizes and schedules incoming assignments to assure timely completion. Closes work requests when completed. Follows up with assigned staff on the status of open work order requests. Tracks, graphs and trends number of work hours by individual Plant Operations staff and provides monthly report of completed and outstanding work orders to Facilities leadership team. Generates monthly utilities usage spreadsheets. Coordinates and communicates urgent, on-demand maintenance, repairs and cleaning of buildings, grounds, machinery, equipment, systems and furniture, including ensuring on-call staff respond timely. Coordinates with the Business Development team to print and post signage for alerts, wayfinding, out-of-order, conservation activities, events, etc. Processes requests for contract specification and blueprint duplication and other services to facilitate project research and design. PREVENTATIVE MAINTENANCE SUPPORT Manages preventative maintenance schedules and prioritizes repair and maintenance work to minimize disruption of operations. Assists in developing, implementing, administering and modifying programs to maintain and improve physical plant, grounds and equipment of the hospital. Coordinates with the Business Development team to send out timely notices of scheduled outages or work that might adversely impact hospital operations. Coordinates with vendors for servicing as scheduled or as needed. Distributes preventative maintenance work assignments and forms for required testing weekly. TELEPHONE OPERATOR RESPONSIBILITIES Serves as a backup telephone operator, assists in the dissemination of emergency and non-emergency information and provides directions to patients, visitors and REHAB employees (as needed). PARKING MANAGEMENT Facilitates the On-Campus and Off-Campus parking programs, including ensuring compliance with the related policy in effect. Collaborates with PBX staff to ensure proper protocols and procedures related to the parking program are followed. Coordinates and ensures timely posting and removal of cones, barriers and signs according to safety needs. ADMINISTRATIVE SUPPORT Facilitates the key control program. Coordinates and reviews staffing schedule and vacation requests and notifies the Facilities leadership team if there are any conflicts; ensures adequate and appropriate staffing for departments. Provides staffing information to Facilities leadership team for use in determining PTO approvals. Informs staff on a timely basis of their schedule and approved vacation requests. Serves as backup timekeeper; assisting with validation and updating of timesheets, and initiating amendments on a daily basis. Keeps updated on new technology and/or service procedures. Assists with creation, review, revision of logs, policies and procedures for equipment startup, operation, maintenance and shut down. Processes work requests and removes decommissioned equipment from inventory. Notifies the Financial Support team of the equipment decommissioning. Assists the Facilities leadership team in planning and providing inservice training programs. Monitors and informs Facilities staff on compliance related requirements (with HealthStream training and Annual Health requirements: flu,: tuberculin skin test, etc.). Keeps Director of Facilities and leadership team regularly apprised and updated on matters concerning operations, staff productivity and engagement, safety measures, compliance, etc. Picks-up, sorts and distributes Facilities department mail and other items (e.g. paychecks, supplies, etc.). Composes, types, proofreads and/or prepares written material, such as letters, forms and reports, and distributes to appropriate parties. Schedules appointments and arranges meetings, including room set-up, meal services and audiovisual equipment. Coordinates set-up of tables and chairs for events. Maintains an office supply system and orders supplies, materials and minor equipment for the department; processes purchase orders as directed. Processes invoices for payment with the Financial Support team. Obtains quotes and processes renewals of service contracts as directed. Records, transcribes and distributes minutes for the Safety Committee and other internal Committee meetings as directed. Sends meeting announcements and distributes agenda, notices and minutes to committee members. FILES AND RECORDS Inputs and maintains inventory records for REHAB’s maintenance program of buildings, grounds, equipment, systems and machines. Labels existing and new equipment with asset tag identifiers corresponding to the building maintenance database for inclusion in the preventative maintenance schedule. Facilitates and coordinates periodic inventory of equipment and ensures appropriate revisions are made to the accounting records. Processes all invoices and maintains record files of all vendor transactions. Distributes OSHA safety training and test sheets, maintains training records and updates OSHA files. Maintains and organizes department files, including timely filing of all documents such as those related to plant maintenance (warranties, contracts, permits, licenses, policies and procedures, project records, forms, etc.) and staff training records and certifications . Maintains Life Safety, Emergency Management and Environment of Care documentation for The Joint Commission, Department of Health and other regulatory agencies. Maintains safety data sheets for the department. Provides assistance and is back up to the parking program which includes but not limited to the parking files, issues window stickers or hangars to staff and contract hires, maintains parking violations log and conducts follow ups with offenders. Ensures equipment and system operational records, logs, documents are kept up to date. PROFESSIONALISM Incorporates professionalism and demonstrates customer service in the daily delivery of care through positive communication and positive interpersonal relationship with internal and external customers. Respects patient’s rights and preferences. Maintains confidentiality of information during and related to the course of work and performance of duties. Demonstrates commitment to quality services. Completes assignments within scheduled work hours. Accountable to start and end work based on designated work shift. Demonstrates flexibility with work schedule as needed. When appropriate, obtains approval from the supervisor for changes and/or variances. Observes and follows house rules and dress code. Attends and participates in inservices, conferences and educational programs to assure continued professional growth and maintains unit education record. Complies with and updates yearly skills review per policy and timely completes requirements needed to maintain position and/or employment at REHAB. Demonstrates competence with technical skill review of procedures, treatments, and equipment usage. Keeps self updated on hospital and unit announcements, including updated policies and procedures. Offers recommendations to improve processes and/or operations of the department. Participate in continuous improvement projects. Interacts openly and professionally while supporting management directives and strategic objectives. Supports and promotes REHAB’s mission, as a positive role model, demonstrating a proactive approach to situations, and practicing REHAB values. Maintains the professional appearance and set-up of the office. Answers and handles incoming calls in a professional and courteous manner; takes and relays messages as appropriate. Respectfully greets internal and external customers and assists them appropriately regarding their inquiries while complying with REHAB’s privacy and confidentiality policy. Respecting the patient’s rights and confidentiality. Attends and participates in inservice, education programs and maintains education records. Understands the diversity of customer needs, and demonstrates the knowledge and skills necessary to provide services to both internal and external customer to customer (i.e. stands in front of a geriatric individual and speaks slowly and distinctly, allows individual with a disability enough time to complete tasks, etc.). May be required to be re-called during emergency situations. COMPLIANCE Assures that all department and hospital policies are followed. Promotes and adheres to REHAB’s Compliance Program. Identifies, recommends and implements solutions to issues. Participates in REHAB initiatives to improve processes and communication Establishes and keeps current policies and procedures. OTHER FUNCTIONS: Performs other duties as assigned. JOB SPECIFICATIONS: REQUIRED QUALIFICATIONS Certifications/Licensure: Current State of Hawaii driver’s license Education: Associate's degree or equivalent combination of education and two (2) or more years of experience in an office setting. Skills/Experience: Five (5) years of customer service and effective communication skills. Knowledge of computers and Google’s G Suite products. PREFERRED QUALIFICATIONS Education: Bachelor’s Degree Skills/Experience: Previous experience coordinating renovation and maintenance activities. Familiarity with CMMS computer software. Five (5) years of work experience in a hospital or related setting. Proficient in Google’s G Suite. EQUIPMENT, TOOLS, WORK AIDS USED Office supplies and equipment, including telephone, computer and multifunction devices (MFDs). Google’s G Suite, report writer and database software. REHAB Hospital of the Pacific (REHAB) is Hawaii's only premier, acute-care rehabilitation hospital dedicated to providing high-quality, comprehensive and innovative inpatient and outpatient rehabilitation services. Our clinical team of comprehensive rehabilitation experts and specialized programs serve individuals with physical and cognitive disabilities from injury or disease, including stroke, traumatic brain injury, spinal cord injury, complex orthopedics, chronic pain and more.