Administrative Assistant - Facilities Management

Work Shift

Day

Scheduled Weekly Hours

40

Summary

This job supports Mercy’s philosophy of patient centered care by supporting department staff with general office duties, typing, filing, preparing materials, etc. requiring good knowledge of hospital programs, policies and procedures.

Job Description

Job Duties

• Performs secretarial duties for the department.
• Coordinates workflow within the department.
• Greets and directs customers, patients, physicians, community leaders, Board members, general public, staff and visitors.
• Answers phones and directs calls to the appropriate area/individual.
• Schedules meetings and appointments.
• Types reports, minutes, various documents from copy and rough draft.
• Files.
• Orders supplies.

Department Specific Duties

Facilities Management

• Performs administrative duties for Director, Supervisor, Project Managers and all techs in the department, including but not limited to maintenance of paper and electronic files, processing purchase order paperwork with Purchasing department and invoice routing for approval. Tracks and helps drive completion of key deliverables and follow up on outstanding items.
• Coordinates with contractors and vendors to schedule and track small maintenance projects.
• Prepares and modifies documents including correspondence, reports and presentations, and lease and contract requests.
• Manages Asset Management/ Work Order System and preventive maintenance software system
• Sets up each new user of the work order system with personal dashboards and provides initial as well as follow-up training on the use of the software.
• Assigns work orders received via either electronic submission or phone calls. Schedules Facilities personnel based on both skill required and distribution of workload.
• Enters asset information and PM/PE procedures into the software.
• Schedules PM/PE work orders.
• Works with technicians to make scheduling adjustments in the system if/when needed.
• Tracks, approves, and processes all MMC and multiple other Mercy facility utility invoices (60+) monthly.
• Manages Plan Room and all contents which includes updating inventory of as-built drawings, both paper and electronic copies, and assists contractors with access to drawings needed for project work.
• Performs departmental administrative tasks such as making updates to and tracking of Mercy’s artwork inventory, assisting all department staff when IT issues arise, managing Mercy’s van reservation process, and maintaining conference room cleanliness
• Performs special projects and other duties as assigned by the Director or Supervisor, Facilities Management.

Knowledge, Skills & Abilities

• Proficient in Microsoft Office products.
• Proficient in operation of computer, calculator, filing systems, copy/fax machines and telephone system.
• Excellent interpersonal skills.
• Excellent written and verbal communication skills.
• Excellent public relations and human relations - exemplifies The Mercy Touch.
• Excellent organizational and time management skills.
• Critical thinking and attention to detail. Exhibits good judgement.
• Handles confidential information with discretion and diplomacy.
• Commitment to life-long learning, e.g. willingness to learn/upgrade skills related to duties.
• Flexibility and dependability, works well with a wide variety of individuals and leadership styles.
• Ability to work with minimal to no supervision.

Professional Experience

• 1+ years of secretarial experience reporting to a department manager/director level position required.

Education Requirements

• High school diploma or equivalent required.
• Post high school secretarial training preferred.

Licensure/Certification/Registration Requirements

• Facilities Management & Hospice Community - Must have a Valid Driver's License.
• Facilities Management & Hospice Community - Must have and maintain a good driving record. Motor vehicle record will be reviewed as part of the background check prior to hire or transfer.

Pay Rate Type

Hourly

Mercy is an independent, com