Engineering Dept Administrative Assistant Full Time Days

East Tennessee Children's Hospital•Knoxville, TN

2d•Onsite

About The Position

Coordinates daily workflow and provides comprehensive administrative and clerical services for the Engineering department at the direction of the Engineering Manager.

Requirements

High School Diploma/GED
2 years of administrative office duties, clerical or related experience preferred.
Proficient in word processing, database, email management, cloud based and collaborative documentation software and information management, preferably Microsoft Office Professional.
Excellent customer service, written and oral communication skills.
Ability to work on multiple projects at a time and remain calm under stress.
Basic understanding of accounting GL coding
Strong organizational skills and documentation preparation

Responsibilities

Maintains accurate appointment calendar for Director of Engineering, Engineering Manager, and coordinates meetings between department representatives and others, both internal and external customers, as instructed.
Accurate scheduling, coordinating and planning of outside contractors for projects, repairs and scheduled services to meet regulatory time frames.
Assumes responsibility as the central point of contact for the Engineering department through phone, in person and electronic communications.
Coordinates meetings and activities between various departments and individuals, staff, Biomed and others as assigned.
Attends meetings, as instructed, and types up and distributes minutes and variety of other materials, ensuring correct grammar, punctuation, and spelling.
Composes and transcribes correspondence, memos, and reports.
Supports the Computerized Maintenance Management System by building the scheduling of PMs, originating work orders, completing the loop on work orders/PMs/projects and monitors and runs reports for aging work orders.
Facilitates the repair of issues with the program through onsite tech help in a timely manner.
Maintains regulatory records, working with internal staff and contractors to ensure Life Safety, utility and building related standards are kept accurate and up to date.
Anticipates equipment and supply needs. Orders/requests equipment and supplies, according to departmental guidelines to ensure that stock is not depleted.
Requisitions parts, supplies and minor equipment orders for projects and the Engineering department.
Actively participates on committees, research and other special projects, as assigned by the Engineering Manager. Contributes input and communicates findings in a timely and thorough manner.
Acts as liaison with outside contractors/companies and in-house departments for ongoing projects. Ensures all pertinent communication and materials are distributed in a timely manner.
Demonstrates respect and regard for the dignity of all patients, families, visitors, and fellow employees to ensure a professional, responsible, and courteous environment, and interacts with all patients, staff, volunteers, etc. in a considerate, helpful, and courteous manner, as observed by management observation and peer input.
Trains personnel thoroughly on various computer programs, such as Computerized Maintenance Management Program, key program, and Outlook. Serves as a resource for these programs.
Fosters mature professional relationships with fellow employees in a courteous, friendly, manner as measured by management observation and peer input.
Promotes positive working relations and works effectively as part of a department/unit team inter-and intra-departmentally to facilitate the department's/unit's ability to meet its goals and objectives.
Utilizes hospital resources and time respectfully and accountably and willingly accepts any other assignment that may be requested.