Facilities Administrative Assistant

Job Description

BASIC PURPOSE OF THE JOB

Coordinates daily workflow and provides comprehensive administrative and clerical services for the Engineering department at the direction of the Engineering Manager.

REPORTS TO

• Engineering Manager

JOB REQUIREMENTS

Supervisory Responsibilities: No

Minimum Education: High School Diploma/GED

Degree: General

License/Certification Required: None

Minimum Work Experience: 2 years of administrative office duties, clerical or related experience preferred.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Proficient in word processing, database, email management, cloud based and collaborative documentation software and information management, preferably Microsoft Office Professional.
• Excellent customer service, written and oral communication skills.
• Ability to work on multiple projects at a time and remain calm under stress.
• Basic understanding of accounting GL coding
• Strong organizational skills and documentation preparation

DUTIES AND RESPONSIBILITIES

• Accurate scheduling, coordinating and planning of outside contractors for projects, repairs and scheduled services to meet regulatory time frames.
• Assumes responsibility as the central point of contact for the Engineering department through phone, in person and electronic communications.
• Coordinates meetings and activities between various departments and individuals, staff, Biomed and others as assigned.
• Attends meetings, as instructed, and types up and distributes minutes and variety of other materials, ensuring correct grammar, punctuation, and spelling.
• Composes and transcribes correspondence, memos, and reports.
• Supports the Computerized Maintenance Management System by building the scheduling of PMs, originating work orders, completing the loop on work orders/PMs/projects and monitors and runs reports for aging work orders. Facilitates the repair of issues with the program through onsite tech help in a timely manner.
• Maintains regulatory records, working with internal staff and contractors to ensure Life Safety, utility and building related standards are kept accurate and up to date.
• Anticipates equipment and supply needs. Orders/requests equipment and supplies, according to departmental guidelines to ensure that stock is not depleted.
• Requisitions parts, supplies and minor equipment orders for projects and the Engineering department.
• Actively participates on committees, research and other special projects, as assigned by the Engineering Manager. Contributes input and communicates findings in a timely and thorough manner.
• Acts as liaison with outside contractors/companies and in-house departments for ongoing projects. Ensures all pertinent communication and materials are distributed in a timely manner.
• Demonstrates respect and regard for the dignity of all patients, families, visitors, and fellow employees to ensure a professional, responsible, and courteous environment, and interacts with all patients, staff, volunteers, etc. in a considerate, helpful, and courteous manner, as observed by management observation and peer input.
• Trains personnel thoroughly on various computer programs, such as Computerized Maintenance Management Program, key program, signage ordering and Outlook. Serves as a resource for these programs.
• Fosters mature professional relationships with fellow employees in a courteous, friendly, manner as measured by management observation and peer input.
• Promotes positive working relations and works effectively as part of a department/unit team inter-and intra-departmentally to facilitate the department's/unit's ability to meet its goals and objectives.
• Utilizes hospital resources and time respectfully and accountably and willingly accepts any other assignment that may be requested.

PHYSICAL REQUIREMENTS

• Note: Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.
• Light lifting, pushing and pulling is required for 1-20 lbs. occasionally and frequent moving of objects of less than 10 lbs. is required. Frequent sitting with some walking, standing, squatting, bending, and reaching is required. Keyboard/computer use and/or repetitive motions may be required.

Pay: $15.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Benefits:

Salary : $15 - $20