Administrative Assistant I - Maintenance/Facilities - PRN

Augusta Health • Fishersville, VA

3d • Onsite

About The Position

This position plays a critical role in supporting Augusta Health’s mission and advancing departmental goals through measurable performance indicators and service excellence. This position contributes to a collaborative, patient-centered environment and helps drive outcomes aligned with organizational priorities.
The Administrative Assistant I performs a variety of support functions within the Facilities Department, including but not limited to administrative, secretarial, and office staff duties. Utilizes decision making and problem-solving skills with sound judgement and discretion. Demonstrates a professional approach in interpersonal relationships with all staff and vendors. Performs other duties as required.

Requirements

• High School Diploma or equivalent
• 1 year experience as an administrative assistant or equivalent experience in an office setting
• Eligibility to work in the United States and meet Virginia state employment requirements

Nice To Haves

• Previous experience as an administrative assistant in a healthcare setting
• Prior experience in a hospital, healthcare system, or related service-oriented environment
• Familiarity with Augusta Health’s systems, workflows, or organizational culture is a plus
• Knowledge of basic grammar and mathematical principles.
• Extremely neat in appearance with a personable, tactful, and courteous manner in dealing with a wide variety of people.
• Position involves planning, judgement, and rapid adjustment to the unexpected.
• Excellent written and oral communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Publisher, PowerPoint)
• Demonstrated time management skills.
• Ability to work independently and use problem solving skills in a variety of functions.
• Strong organizational skills.
• Completion of tasks in a thorough and timely fashion.
• Ability to perform detailed assignments and work constantly under changing situations.
• Ability to multitask and prioritize.
• Willingness to learn new skills.
• Accountable for own conduct and promotes good working relationships that reflect the Augusta Health organizational philosophy.
• Fosters good public relations for the department and organization.
• Covers as need in other AA positions.
• Must have flexibility with work schedule.

Responsibilities

• Assumes responsibility for own personal continuing education and developmental needs. Attends meetings, workshops and seminars to enrich personal knowledge, growth and skill.
• Attends and participates in all required in-services.
• Meets Augusta Health annual continuing education requirements.
• Performs a variety of secretarial and clerical related duties as assigned.
• Answers phones and directs calls to appropriate persons in a courteous and mannerly fashion.
• Interviews/screens callers and makes proper referral.
• Serves as a liaison between departments, vendors and outside companies.
• Order and maintain office supplies.
• Create word documents and email communications.
• Assembles meeting minute and agendas for Physical Environment committee and the Emergency Management Committee and other committees as directed.
• All communications and meeting minutes will be grammatically correct, contain accurate information and be professionally polished document.
• Ability to develop and compile data into excel spreadsheets.
• Ability to Manage the Directors calendars.
• Ability to coordinate remote meetings such as Webex and Teams
• Act as a key operator for fax/copy/scanner machines.
• Responsible for mail and fax distribution, including priority packages.
• Meetings: arrange room reservations, room set-ups, catering and AV, prepare agendas, minutes and sign-in sheets, send meeting invitations/notices via email, communicate pertinent meeting information to team members and attend meetings to assist with miscellaneous functions.
• Travel: process registration, room reservations, flights, rental car and travel reimbursement requests as requested.
• Files: maintain all documentation as requested. Assure easy accessibility.
• Tracks Budget Process expenditures for the Facilities Department and keeps budget requisitions including information on monies spent.
• Works closely with Purchasing department and Finance
• Assist in identifying opportunities for savings within the division facilities.
• Provide other related duties incidental to this position as needed.
• Records minutes as requested.
• Organize/assist with tracking of all Facilities projects.
• Assist in the preparation of data collection, assist in editing and formatting the results as requested.
• Arrange room reservations, catering, AV assistance and room set ups for all meetings, keep accurate spreadsheets for all meetings of those invited and able to attend, organize informational packet and invitations for members invited to meetings, organize appraiser and escort daily schedules, greet and direct them to meeting locations.
• Prepares staff communication tools, newsletters, etc. as requested.
• Other duties / projects as required or requested.
• Maintains patient and organizational confidentiality.
• Maintains all Augusta Health Service Standards.
• Is knowledgeable of external data systems.
• Ensures accurate and timely data collection and submission.
• Seeks clarification from the appropriate persons when unsure of accuracy of data collection.
• Assist in the development of presentation(s) related to the analysis of data results.
• Reports concerns to the appropriate leader in a timely manner.

Benefits

• Comprehensive insurance package including medical, dental, and vision coverage
• Retirement savings plans and financial wellness support programs
• Generous paid time off and flexible scheduling to promote work-life balance
• Career development programs including clinical ladders, shared governance, and advancement opportunities
• Personalized onboarding with dedicated preceptors and ongoing educational support
• Tuition reimbursement and access to onsite childcare
• Free onsite parking, 24/7-armed security for your safety, a Health Fitness Reimbursement Program, and an onsite credit union and pharmacy
• Competitive pay with shift/weekend differentials
• Employee discounts at the cafeteria, gift shop, pharmacy, and local entertainment venues (i.e., movie tickets)

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED