Ambulatory Facilities Operations Administrative Assistant

Job Details

• Job Type: Officer of Administration
• Regular/Temporary:
  Regular
• Hours Per Week: 40
• Standard
  
  Work Schedule:
  
  Core business hours Monday-Friday, schedules vary
• Salary Range: 65,300.

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

The FPO Ambulatory Facilities Administrative Assistant coordinates all the day-to-day administrative support for the Ambulatory Facilities Operations Office. In addition, the administrative assistant manages assigned projects/initiatives and, as a member of the facilities support team, ensures that service level agreements are met and facilities issues are addressed promptly and timely.

• Coordinate meetings, appointments, and conferences for Assistant Director and staff as needed.
• Work closely with CU Departments, NYPH Facilities, and Environmental services to ensure the professional upkeep of Columbia Doctors spaces and make sure all issues/requests are processed in a timely manner.
• Attend meetings and assist with the determination of project requirements.
• Coordinate and lead walkthroughs with departments and vendors as needed.
• Coordinate internal resources and third-party vendors for projects.
• Coordinate the processing of purchase orders and project contracts.
• Work closely with Purchasing and ARC team to verify that all project documents are processed accurately and in a timely manner.
• Communicate relevant project information to requesting departments, vendors, and the NYPH facility team as needed.
• Coordinate NYPH painting requests for all Columbia Doctors departments from inception to completion.
• Maintain ongoing logs of all NYPH painting requests.
• Coordinate painting, flooring, window treatment/cleaning requests for all Columbia Doctors Departments
• Process invoices and purchase orders.
• Assist in coordinate all necessary paperwork for year-end financial reconciliation/closing.
• Perform miscellaneous administrative duties as assigned

• Participates and/or supports assigned projects and initiatives. Executes tasks and coordinates services including scheduling and supervision of tasks. Utilizes tools and reporting mechanisms to track progress and ensure timely communication of issues and status. Conducts research and gap analysis as needed. Provides administrative support for projects as needed.
• Assist in the financial closure of all refurbishment and non-refurbishment projects.

• Assists Supervisor on recruiting and human resource management activities as needed including vendor and other outsourced staff-related activities. Under the direction of the Supervisor, helps to monitor those service level agreement (as related to staffing and performance) are adhered to.
• Promotes staff professionalism and performance modeling behavior, team accountability, and demonstrating best practices/techniques.
• Establishes a culture of coaching and mentoring to facilitate continuous professional development and maintain an efficient patient-centered environment ensuring accountability, quality patient care, and patient satisfaction.

• Keep current on all organizational, practice, and patient privacy policies (e.g. infection control, HIPAA), goals, initiatives, and required trainings.
• Maintain a safe and secure work environment by following all OSHA, EH&S, and public safety policies and guidelines.
• Successfully complete all required university, hospital, and department trainings.
• Must be available to work nights and weekends

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

• Bachelor's Degree
• An equivalent combination of education and experience may be considered.
• The candidate must be well organized and be able to manage a demanding workload in an accurate and timely manner.
• Proficiency in problem…