Facilities Administrative Assistant

Position: FACILITIES ADMINISTRATIVE ASSISTANT

Job Summary / Overall Objectives

Responsible for implementation and maintenance of the information systems inclusive of paper, electronic and telecommunication methods. Provide and manage the daily clerical and administrative support to optimize workflow procedures in the office. Functions in a clerical role to ensure the efficient operation of the department by employing a wide range of business and information skills. Creates necessary documents, reports and presentations for department with attention to detail.

Assists in education and training of the support staff with clerical standard work and new systems and procedures along with performance & continuous improvement initiatives. Support the department with management, office, and clinical personnel as well as working across Independence Health System departments with a team approach. Works with minimal direction and oversight, is communicative and a team player, is organized, and can prioritize readily while completing tasks timely.

Position is the point of reference for all queries, requests or issues and will be an integral part of the department’s workforce.

Essential Job Functions

• Answers phones, takes messages, answers questions and handles inquiries within capacity. Redirects calls as needed. Interprets incoming messages and notifies leaders or appropriate staff of information requiring immediate attention.
• Maintains filing systems as assigned and supports applicable software systems as required.
• Prepares and disseminates correspondence, memos and forms. Transcribes and distributes letters, memoranda, statistical and information reports, and other documents when needed.
• Performs duties associated with special project assignments.
• Provides clerical support to various hospital and system wide committees.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meetings and appointments as needed.
• Prepares meeting agendas and materials; arranges for meeting rooms and completes meeting minutes.
• Maintains calendar appointments allowing maximum time efficiency.
• Maintains office supplies and coordinates maintenance of office equipment.
• Manages paperwork, scheduling, and communication/coordination with administrative staff/department managers.
• Coordinates payroll functions and assists in staff scheduling as needed.
• Works with manager to identify opportunities for department performance improvement and monitors activities.
• Other duties as assigned.

Required Qualifications / Experience

• High School Diploma, GED or higher level of education.
• One (1) to three (3) years of experience in administrative role.
• Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment.
• Strong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience.
• Knowledge of basic office equipment.
• Proficient in modern office practices and procedures.
• Ability to multi‑task and prioritize assignments with attention to detail.
• Proficiency in Microsoft Office;
  Outlook, Excel, Word, and PowerPoint (additional software programs as needed).

Preferred Qualifications / Experience

• Associates Degree in related field.
• Experience in Healthcare setting.
• Completion of medical terminology course.
• Completion of transcription course.

License, Certification & Clearances

• Act 34-PA Criminal Record Check from the PA State Police system.

Position Type / Expected Hours of Work

• Incumbent will be scheduled based on operational need (rotate shifts, standby, on‑call, etc.).
• Travel may be expected locally between System locations.

Equal Employment Opportunity

Independence Health and its affiliated companies are Equal Opportunity Employers. It is their policy to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran status, or genetic information, or any other classification protected by law. Independence Health and its affiliated companies will comply with all applicable laws and regulations.

Disclaimer

This job description is not designed to contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Moreover, duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Physical Demands

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.

Seniority Level

Entry level

Employment Type

Full‑time

Job Function

Administrative

Industries

Hospitals and Health Care

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