Office Assistant

Memorial Healthcare•Owosso, MI

26d

About The Position

Under the general supervision of the Director of Plant Operations and the Manager of Plant Operations, the Office Assistant supervises various Plant Operations work functions and tasks and provides administrative support to the department, its director, and the Environment of Care Committee. The role supports the hospital’s mission and patient- and family-centered care, contributing to a positive patient and family experience. The Office Assistant manages regulatory and operational documentation, vendors and contracts, staff schedules and payroll, training coordination, facility-related logistics, departmental communications, and committee records. The position also requires maintaining organized records, communicating professionally with internal and external customers, and adapting to a fast-paced or stressful environment.

Requirements

High school graduate or equivalent.
Classes or training in typing/keyboarding, basic computer skills, grammar, or related topics.
Computer and clerical experience.
Five years of plant operations and construction management experience.
Proficiency in basic math, typing, and computer use.
Proficiency in Microsoft Word, PowerPoint, and Excel.
Ability to use hospital computers and information systems to create, send, and retrieve data, as well as use telephone, fax, scanner, and other basic office equipment.
Ability to maintain organized records and files and interpret policies, operating instructions, regulations, rules, laws, codes, and other documents.
Ability to understand the relationship between preventative maintenance, work order, utilities management, and equipment management programs.
Ability to adapt and remain focused in fast-paced, changing, or stressful situations.
Professional, courteous, tactful, and effective communication with coworkers, hospital staff, administration, patients, physicians, the public, and other internal and external customers.
Ability to remain calm when facing adversity, communicate openly and honestly, and work cooperatively as a team member.
Ability to travel independently throughout the hospital and Memorial Healthcare facilities, and as needed for work-related functions.
Ability to sit and stand for long periods and move to patient-care areas when needed.
Physical ability to frequently stand, kneel, and crouch; move about, sit, climb stairs, and bend; frequently lift and carry up to 20 pounds; and potentially push, pull, or carry items weighing 20–100 pounds.
Vision sufficient for near and midrange acuity and hearing sufficient for work-related communication.
Hand and finger dexterity and ability to handle or feel objects and reach with hands and arms while using tools or equipment.

Responsibilities

Schedule regulatory inspections relating to preventative maintenance, fire safety, emergency generators, hazardous materials, and water treatment.
Maintain regulatory documentation for Joint Commission, CMS, MIOSHA, OSHA, and other applicable entities.
Manage vendors providing services such as snowplowing, lawn care, fire system upgrades, and equipment repair.
Develop schedules for regular maintenance staff meetings.
Manage service, preventative maintenance, and lease contracts with vendors.
Update policies and procedures and maintain existing permits and licenses, including elevator, hospital, heliport, occupancy, and pool licenses.
Prepare or approve bi-weekly payroll for Plant Operations and Grounds; maintain time, attendance, and payroll records.
Coordinate employee training, including safety, infection control, boiler, and water safety training.
Coordinate facility or organization-wide department and office moves with relevant departments.
Assist the Plant Operations Manager with coordinating repair work with vendors.
Coordinate weekly event and meeting-room setups.
Receive and distribute departmental telephone calls, distinguishing emergency from non-emergency calls.
Approve departmental PTO requests and maintain the department schedule in When to Work.
Type departmental correspondence, minutes, and forms.
Code and distribute invoices for payment and ensure vendors are up to date on payment.
Prepare capital requisitions and track labor, materials, and FICA for capital construction projects in an Excel spreadsheet.
Maintain the hospital-wide hazardous communication program and renew certificates for medical waste.
Coordinate the Environment of Care Committee by preparing minutes, scheduling meetings, preparing annual plans for board approval, and maintaining compliance records.
Participate in the Water Management team by preparing minutes and agendas, scheduling meetings, and updating the water management plan when needed.
Assist with new-employee department training and onboarding.
Assist with the Net Facilities program when the Plant Operations Manager is absent.
Ensure contractors’ and vendors’ vetting paperwork is completed and send packets to Talent Management and Employee Health for review.
Support and comply with hospital mission, vision, values, standards, policies, procedures, confidentiality standards, corporate compliance plan, customer service standards, and ethical conduct requirements.
Perform other duties as assigned.