Facilities Administrative Assistant AbingtonMontgomery County Full Time

Job Details

Job Description

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 hospitals 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 PMs 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 Directors 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.

Education: High school diploma or equivalent.

Experience: 5 years experience in secretarial duties preferably in a hospital and maintenance setting.

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Primary Location Address

Nationally ranked Jefferson which is principally located in the greater Philadelphia region Lehigh Valley and Northeastern Pennsylvania and southern New Jersey is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65000 people strong dedicated to providing the highest-quality compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrows professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic clinical and applied research. Thomas Jefferson University home of Sidney Kimmel Medical College Jefferson College of Nursing and the Kanbar College of Design Engineering and Commerce dates back to 1824 and today comprises 10 colleges and three schools offering 200 undergraduate and graduate programs to more than 8300 students. Jefferson Health nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age race color religion creed sexual orientation gender gender identity marital status pregnancy national origin ancestry citizenship military status veteran status handicap or disability or any other protected group or status.

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 diemcolleagues adjunct faculty and Jeff Temps) have access to medical (including prescription) insurance.

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