Administrative Assistant

DUTIES AND RESPONSIBILITIES:

• Schedule and coordinate meetings, travel arrangements, and videoconferences for the SVP. Prepare materials, order food, take minutes, and ensure readiness for all engagements.
• Manage routine administrative duties: correspondence, internal memos, training plans, job descriptions, supervision notes, scheduling, filing, mail, calls, and visitors.
• Monitor and maintain SVP’s inbox and appointment calendar.
• Coordinate committee interactions, including document preparation, scheduling, and minutes.
• Assist with compliance initiatives: track corrective action plans, conduct internal audits and investigations, and develop monitoring tools.
• Prepare and reconcile expense reports, process credit card statements, and ensure timely handling of facilities-related invoices (utilities and others).
• Enter and maintain data in the Computerized Maintenance Management System (CMMS).
• Provide project and administrative support to the Director of Plant Operations, Transportation, and Environmental Services.
• Support special projects including building and capital planning, furniture and finish selection, and campus development.
• Track and document Capital Budget and water usage metrics.
• Serve as purchasing liaison for Facilities departments, processing supply orders and financial requests.
• Maintain personnel documentation and approvals in UltiPro for direct reports.

Education / Experience Qualifications:

• High School Diploma or equivalent required.
• Minimum five years of administrative experience (three years in healthcare setting preferred).
• Familiarity with facilities operations is a plus.
• If in recovery, one year of continuous sobriety is preferred.

Physical Requirements:

The physical and mental demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift up to 25 pounds.
• Will need to sit, stand and type for extended periods of time.

Knowledge, Skills and Abilities:

• Highly organized and self-motivated with strong attention to detail.
• Ability to handle confidential information with discretion.
• Excellent interpersonal, verbal, and written communication skills.
• Strong decision-making and problem-solving abilities.
• Ability to multitask in a fast-paced environment.
• Proficient in Microsoft Office (Word, Excel, PowerPoint); minimum typing speed of 50 WPM; skilled in transcription and proofreading.
• Friendly and professional phone manner; commitment to customer service.
• Flexible and adaptable with evolving responsibilities