Ambulatory Facilities Administrative Assistant
Overview
Coordinate day-to-day administrative support for Ambulatory Facilities Operations Office while managing assigned projects and ensuring service level agreements are met. Ensure facilities issues are addressed promptly and in a timely manner.
What You'll Do28
- 1Coordinate meetings appointments and conferences for the Associate Director and staff as needed
- 2Work closely with CU Departments NYPH Facilities and Environmental Services to ensure professional upkeep of ColumbiaDoctors spaces
- 3Attend meetings and assist with determination of project requirements
- 4Coordinate and lead walkthroughs with departments and vendors as needed
- 5Coordinate internal resources and third-party vendors for projects
- 6Process purchase orders and project contracts
- 7Communicate relevant project information to requesting departments vendors and the NYPH facility team
- 8Coordinate NYPH painting requests from inception to completion
- 9Maintain ongoing logs of all NYPH painting requests
- 10Coordinate painting flooring window treatment/cleaning requests for all ColumbiaDoctors departments
- 11Process invoices and purchase orders
- 12Assist in coordinating all necessary paperwork for year-end financial reconciliation/closing
- 13Perform miscellaneous administrative duties as assigned
- 14Participate in and/or support assigned projects and initiatives
- 15Execute tasks and coordinate services including scheduling and supervision of tasks
- 16Utilize tools and reporting mechanisms to track progress and ensure timely communication of issues and status
- 17Conduct research and gap analysis as needed
- 18Provide administrative support for projects as needed
- 19Assist in financial closure of all refurbishment and non-refurbishment projects
- 20Assist supervisor and management on recruiting and human resource management activities
- 21Monitor service level agreement adherence related to staffing and performance
- 22Promote staff professionalism and performance modeling behavior team accountability and demonstrate best practices/techniques
- 23Establish a culture of coaching and mentoring to facilitate continuous professional development
- 24Keep current on organizational practice and patient privacy policies including infection control HIPAA
- 25Maintain safe work environment following OSHA EH&S and public safety policies
- 26Complete all required university hospital and department trainings
- 27Available to work nights and weekends
- 28Perform general administrative functions and related duties as assigned/requested
Requirements5
- 15+ years building ETL pipelines with Spark and Airflow
- 23-5 seasons experience with facilities support teams
- 3Bachelor’s Degree or combination of education and experience
- 4Proficiency in Microsoft Office Word and Excel
- 5Ability to work independently follow through and handle multiple tasks simultaneously
Salary Insight
$66 - $69k per year
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