Administrative Assistant- Facilities

Job Summary / Purpose

• Responsible for providing organizational & administrative support to the Manager of Facilities / Safety Officer. In addition, this position provides purchasing, invoicing, policy management, timekeeping, communications and clerical support for Facilities, Construction and Security / Emergency Management.
• Assists Leadership and Departments as needed with clerical duties, planning, organizing, coordinating and implementing administrative functions and special projects.

Coordination of calendars.

• Excellent communication and organizational skills, with the ability to prioritize and manage multiple activities with conscientious attention to detail while handling confidential information with discretion.
• Serves as a liaison between staff, executive staff, managers, physicians, and the general community that calls the Office.
• Also responsible for duties to support the compliance and privacy teams including scheduling, preparing and submitting various correspondence, reports, data input and reconciliation of reports to committees and councils, while recording and documenting minutes for such committee meetings.

Essential Key Job Responsibilities

• Maintains and coordinates Outlook calendar / Google & meetings for Manager of Facilities.
• Assures HR files (certifications / licensure) are up to date and maintained, in a confidential manner.
• Proficient in navigation of Webnow, Lawson, Policy Manager, Meditract, FacilityOne, Sentact & KRONOS.
• Provides support for the EOC Safety Committee and data / scheduling management and facilitation of EOC Rounds.
• Reconciles waste / hazardous materials manifests monthly.
• Primary scheduler of Community Rooms, Private Dining & Cardiac Admin South meeting rooms.
• Attends meetings and takes minutes on various committees in conjunction with the Manager of Facilities. (Space committee, Emergency Management, EOC GA & TN, Water Management, Workplace Violence)
• Kronos time corrections for maintenance staff
• Performs other duties as required.

Minimum Qualifications

Required Licensure and Certifications

High School graduate

Required Minimum Knowledge, Skills, Abilities and Training

• Have at least 3 years’ clerical experience.
• Have at least 1 year of practical experience in a hospital setting.

PI253791819