Administrative Assistant-Facilities Department

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JOB SUMMARY: The administrative assistant will perform a variety of administrative and clerical tasks, including managing the schedules of the Facilities Management leadership team, supporting MAHEC facilities needs by overseeing the service desk and main office line, oversight of ongoing office projects, and records management. SPECIFIC RESPONSIBILITIES: Administrative support for the Facilities Management leadership team, including meeting scheduling and organizing. Support the ongoing administration of MAHEC's contract System (Workday Strategic Sourcing and Cobblestone) organizing and supporting renewals, terminations, new contract entry, and contract migration. Assist Facilities Manager in compiling and reporting facilities management metrics, including: Quality of service reports, Facilities workorder reporting, Parking data Vehicle Reservation management. Assisting with creating bookings, training users, adjusting existing reservations, assisting with scheduling preventative maintenance and repairs, vehicle inspections, and key pick-up and drop off coordination. Access Control Systems (Badges and Keys) assist with assignment, coordination on distributions, access level assignments, deactivations and retrieval, and badge drafting and printing. RAVR Space management in conjunction with the Facilities Services Coordinator. Service Desk and Customer service, including answering phones, monitoring department email inboxes and assisting employees and vendors with in-person needs at our offices. Must provide courteous solution driven service. Security System (Sonitrol)- reporting and dispatching. Workorder creation and communication. Maintenance and Security dispatching. Maintains office supplies for the division and places orders as needed in coordination with Facilities accounts payable. Participates in cross training with other team members and other work teams in the division, providing support as needed. Facilities office staff are expected to assist with tasks outside of the office space when needed. These areas include, but not limited to, Shipping and Receiving, Housekeeping, Safety, and Event furniture set-up. This role description is a general description of the essential job functions . It is not intended to describe all the duties the Administrative Assistant may perform. KEY COMPETENCIES: Communication Skills Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient's family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations , to ultimately provide the best care possible to our patients and their families. Decision Making Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills , confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time. HealthCare Knowledge Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate . This also includes keeping up with your licensure and yearly training requirements within your area exp ertise along with MAHEC's organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate . Interpersonal Skills Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others. Organizational Values Adherence to MAHEC's founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need. Problem Solving Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures succes

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