What are the responsibilities and job description for the Administrative Assistant- Duke Lake Norman Plant Operations position at Duke Clinical Research Institute?
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Duke Health Lake Norman Hospital
Pursue your passion for caring with Duke Health Lake Norman Hospital in Mooresville, North Carolina. The smallest of the four Duke Health hospitals at 123-beds, it offers a comprehensive range of medical services, including 24-hour emergency care, cardiology, orthopedics, women's services, and surgical specialties.
Job Summary
In support of a department or group of professionals, regularly required to resolve moderately complex (non-routine) administrative problems independently or with others. Problem resolution may include research. Tasks are typically diverse and advanced.
Location: Duke Lake Norman, Plant Operations and Maintenance
Hours:
Monday-Friday 7:30am-4pm
Work Performed- The Administrative Assistant must have excellent written and verbal communication skills.
- Communication daily with Plant Operations Director, Supervisor, and other Plant Operations staff
- Communication and collaboration on a regular basis with professionals across the organization in various departments such as Administration, Nursing Leadership, DHTS, Clinical Engineering, Security, Human Resources, and staff within patient care and support areas.
- Communication and collaboration on a regular basis with outside vendors, and contractors.
- Must communicate with complete honesty.
- Respond to e-mail and text messages in a timely manner.
- Answering the plant operations office phone, obtaining all relevant information from customers to assist with facility maintenance request.
- Dispatching corrective maintenance work orders via the (CMMS) Computerized Maintenance Management System, calling plant operations staff and/or texting via group text for various maintenance issues.
- Creating, sorting, and filing corrective maintenance and preventative maintenance work orders.
- Responsible for generating preventative maintenance work orders and sorting into groups and/or priorities to help the supervisor in PM job assignments.
- Assisting the Director and Supervisor with processing proposals and invoices for purchase orders and payment.
- Maintains an updated list of vendors and contractors
- Providing assistance to the supervisor and director related to service agreements or contracts
- Provides assistance related to coordination and scheduling work of outside service providers
- Responsibility for maintaining and purchasing office materials
- Create inventory lists, maintenance and budget reports, and presentations
- Management of outside service vendor / contractor keys and badges daily
- Ability to learn facilities system basic general tasks related to fire alarm, building automation, medical gas, and generator systems - acknowledging, reporting and resetting main alarm panels
- Ensures that the plant operations printer is always stocked with paper, online and operating
- Helps the plant operations team in cleaning the plant operations offices, breakroom, and bathroom spaces. Keeping necessary materials stocked.
- Attend meetings and maintain detailed meeting minutes as necessary.
- Provides assistance in managing compliance calendars as well as monthly calendars for both the supervisor and director of plant operations.
- Create and generate compliance reports
- Create compliance related presentations
- Provides assistance as necessary to help support compliance surveys such as fire marshal inspections, local and state surveys and Joint Commission surveys.
- Helps with creating and maintaining accurate compliance documentation and updating the compliance recordkeeping binders
- Contacts vendors and outside service providers to obtain compliance documentation
- Other responsibilities not described herein
Creatively uses PC, word processing and other office tools. Thorough knowledge of department policies, procedures, and goals.
Level CharacteristicsN/A
Minimum Qualifications EducationHigh school education or equivalent.
ExperienceTwo years of administrative support experience of increasing variety and/or complexity.
Degrees, Licensures, CertificationsN/A
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Essential Physical Job Functions:
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
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