Facilities Administrative Assistant - Abington/Montgomery County - Full Time

Thomas Jefferson University • Montgomery County, PA

11d

About The Position

Reporting to the Director, Plant Operations, this position is responsible for providing administrative support to the three Hospital Campus Plant Operation and Maintenance departments including but not limited to, developing, implementing and maintain the new Preventive Maintenance and Work Order program, typing documents, maintaining file systems, assisting with all office procedures, and anticipating the needs of the departments as necessary to maintain all departmental activities. Coordinate and monitor the hospital’s off site storage facility of records. Provides direct administrative support to the Plant Operations Department for Abington, Montgomery & Lansdale Hospitals. Establish and maintain filing systems for department records. Answer telephones, take messages, refer calls and schedule appointments. Act as a receptionist for the department, directing visitors and coordinating vendor visits within the hospital. Distributes mail within the department and campuses. Lead role in initiating, developing and maintaining the new computerized TMA Preventative Maintenance and Work Order program for all three-hospital campuses. Including, generating monthly PM’s and daily Work Order requests, closing items upon completion, generating monthly reports, maintaining current and complete inventory of mechanical equipment. Maintain the purchase order book for Maintenance and issues purchase orders for departmental needs. Invoices copies and send to Accounts Payable in a timely manner. Verify the distribution and receipt for payment. Maintain an adequate supply of all routine office supplies and ensure that office equipment is in good working condition. Record and report equipment repair requirements. Modifies and keeps current the posted schedules to ensure accuracy by reviewing and recording all requests, illnesses, absences, etc. Keeps complete and accurate records of past schedules, future requests, cancellations and illness/absence calls. Assists in formulating reports/responses to other hospital departments for staffing information/statistical data. Maintains active listing of Facilities Contracts Provides guidance on the retention, conversion and or destruction of print records. All other duties as assigned by manager Receives and prepares all project, service and material invoices. Verifies all required information on the paper work and prepares the same for Director’s signature and approval. Prepares administrative and statistical reports and documents, as required. Attends Facilities meetings. Manages files and maintains all records including but not limited to, SOC, Life Safety, DOH and related documents for all Plant Operations and Maintenance Departments. Composes, transcribes and types correspondence, forms, reports, records and meeting minutes as required. All other duties as assigned. Ensures patient/customer satisfaction by respecting confidentiality and privacy; treating others with courtesy, dignity and respect; considering the needs of everyone; and responding to customer concerns in a timely manner. Works effectively with others toward a common goal by: Actively maintaining a positive impact on moral and promoting teamwork. Demonstrating flexibility in job activities to further promote unit goals. Coordinating responsibility and activities with appropriate personnel at the required skill level in a manner that maximizes productivity. Expresses ideas and information clearly and concisely in oral and written forms. Listens attentively. Keeps management and co-workers well informed. Responds to requests in a timely and effective manner.

Requirements

• High school diploma, or equivalent
• 5 years experience in secretarial duties, preferably in a hospital and maintenance setting

Responsibilities

• Providing administrative support to the three Hospital Campus Plant Operation and Maintenance departments
• Developing, implementing and maintain the new Preventive Maintenance and Work Order program
• Typing documents
• Maintaining file systems
• Assisting with all office procedures
• Anticipating the needs of the departments as necessary to maintain all departmental activities
• Coordinate and monitor the hospital’s off site storage facility of records
• Provides direct administrative support to the Plant Operations Department for Abington, Montgomery & Lansdale Hospitals
• Establish and maintain filing systems for department records
• Answer telephones, take messages, refer calls and schedule appointments
• Act as a receptionist for the department, directing visitors and coordinating vendor visits within the hospital
• Distributes mail within the department and campuses
• Lead role in initiating, developing and maintaining the new computerized TMA Preventative Maintenance and Work Order program for all three-hospital campuses
• Generating monthly PM’s and daily Work Order requests, closing items upon completion, generating monthly reports, maintaining current and complete inventory of mechanical equipment
• Maintain the purchase order book for Maintenance and issues purchase orders for departmental needs
• Invoices copies and send to Accounts Payable in a timely manner
• Verify the distribution and receipt for payment
• Maintain an adequate supply of all routine office supplies and ensure that office equipment is in good working condition
• Record and report equipment repair requirements
• Modifies and keeps current the posted schedules to ensure accuracy by reviewing and recording all requests, illnesses, absences, etc
• Keeps complete and accurate records of past schedules, future requests, cancellations and illness/absence calls
• Assists in formulating reports/responses to other hospital departments for staffing information/statistical data
• Maintains active listing of Facilities Contracts Provides guidance on the retention, conversion and or destruction of print records
• All other duties as assigned by manager Receives and prepares all project, service and material invoices
• Verifies all required information on the paper work and prepares the same for Director’s signature and approval
• Prepares administrative and statistical reports and documents, as required
• Attends Facilities meetings
• Manages files and maintains all records including but not limited to, SOC, Life Safety, DOH and related documents for all Plant Operations and Maintenance Departments
• Composes, transcribes and types correspondence, forms, reports, records and meeting minutes as required
• Ensures patient/customer satisfaction by respecting confidentiality and privacy; treating others with courtesy, dignity and respect; considering the needs of everyone; and responding to customer concerns in a timely manner
• Works effectively with others toward a common goal by: Actively maintaining a positive impact on moral and promoting teamwork
• Demonstrating flexibility in job activities to further promote unit goals
• Coordinating responsibility and activities with appropriate personnel at the required skill level in a manner that maximizes productivity
• Expresses ideas and information clearly and concisely in oral and written forms
• Listens attentively
• Keeps management and co-workers well informed
• Responds to requests in a timely and effective manner

Benefits

• Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts.
• Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service.
• All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps ), have access to medical (including prescription) insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED