Facility - Administrative Assistant

Albany Medical Center • Albany, NY

4d • $46,947 - $65,726

About The Position

The Administrative Assistant performs secretarial and administrative duties for the Facility Maintenance department, supporting project managers, supervisors, directors, and upper management. The role requires tact, strong administrative skills, independent judgment, and discretion when handling confidential information. The assistant helps ensure tasks and projects are completed in a timely manner and supports capital improvement projects and departmental operations.

The position may involve access to sensitive information, including HIPAA-protected health information and other information regulated by federal and New York State statutes. Employees must limit access, use, and disclosure to the minimum necessary for assigned duties and take reasonable steps to protect information from unauthorized access or modification, consistent with Albany Med Health System policies and standards.

Requirements

• Associate degree minimum; a bachelor's degree is preferred.
• Strong organizational, communication, and analytical skills.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Ability to manage confidential information and multiple priorities simultaneously.
• Demonstrated attention to detail and ability to work independently.

Nice To Haves

• A minimum of two years of administrative, financial, procurement, or project support experience is preferred.
• Experience supporting capital projects, purchasing, budgeting, or financial tracking is strongly preferred.
• Bachelor's degree.

Responsibilities

• Process capital project requisitions, purchase orders, invoices, and related procurement documentation accurately and promptly.
• Maintain budget sheets, project files, records, and supporting documentation for capital improvement projects.
• Manage AIA documents, contracts, change orders, payment applications, and related project documentation, ensuring accuracy, compliance, and proper record retention.
• Update and maintain spreadsheets, databases, and tracking systems used to monitor capital project expenditures and purchasing activity.
• Schedule meetings, coordinate appointments, and provide administrative support to Facilities Management staff and project teams.
• Maintain departmental records, databases, and Microsoft Office documents.
• Prepare and distribute ad hoc reports, budget summaries, expenditure analyses, and project status updates.
• Perform general office support duties and other related assignments as requested to support departmental operations and capital projects.
• Handle confidential information with appropriate judgment and discretion, following applicable information-protection requirements.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree