Administrative Assistant- Duke Lake Norman Plant Operations

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Duke Health Lake Norman Hospital

Pursue your passion for caring with Duke Health Lake Norman Hospital in Mooresville, North Carolina. The smallest of the four Duke Health hospitals at 123-beds, it offers a comprehensive range of medical services, including 24-hour emergency care, cardiology, orthopedics, women's services, and surgical specialties.

In support of a department or group of professionals, regularly required to resolve moderately complex (non-routine) administrative problems independently or with others. Problem resolution may include research. Tasks are typically diverse and advanced.

Location: Duke Lake Norman, Plant Operations and Maintenance

Hours:

Monday-Friday 7:30am-4pm

• The Administrative Assistant must have excellent written and verbal communication skills.
• Communication daily with Plant Operations Director, Supervisor, and other Plant Operations staff
• Communication and collaboration on a regular basis with professionals across the organization in various departments such as Administration, Nursing Leadership, DHTS, Clinical Engineering, Security, Human Resources, and staff within patient care and support areas.
• Communication and collaboration on a regular basis with outside vendors, and contractors.
• Must communicate with complete honesty.
• Respond to e-mail and text messages in a timely manner.
• Answering the plant operations office phone, obtaining all relevant information from customers to assist with facility maintenance request.
• Dispatching corrective maintenance work orders via the (CMMS) Computerized Maintenance Management System, calling plant operations staff and/or texting via group text for various maintenance issues.
• Creating, sorting, and filing corrective maintenance and preventative maintenance work orders.
• Responsible for generating preventative maintenance work orders and sorting into groups and/or priorities to help the supervisor in PM job assignments.
• Assisting the Director and Supervisor with processing proposals and invoices for purchase orders and payment.
• Maintains an updated list of vendors and contractors
• Providing assistance to the supervisor and director related to service agreements or contracts
• Provides assistance related to coordination and scheduling work of outside service providers
• Responsibility for maintaining and purchasing office materials
• Create inventory lists, maintenance and budget reports, and presentations
• Management of outside service vendor / contractor keys and badges daily
• Ability to learn facilities system basic general tasks related to fire alarm, building automation, medical gas, and generator systems - acknowledging, reporting and resetting main alarm panels
• Ensures that the plant operations printer is always stocked with paper, online and operating
• Helps the plant operations team in cleaning the plant operations offices, breakroom, and bathroom spaces. Keeping necessary materials stocked.
• Attend meetings and maintain detailed meeting minutes as necessary.
• Provides assistance in managing compliance calendars as well as monthly calendars for both the supervisor and director of plant operations.
• Create and generate compliance reports
• Create compliance related presentations
• Provides assistance as necessary to help support compliance surveys such as fire marshal inspections, local and state surveys and Joint Commission surveys.
• Helps with creating and maintaining accurate compliance documentation and updating the compliance recordkeeping binders
• Contacts vendors and outside service providers to obtain compliance documentation
• Other responsibilities not described herein

Creatively uses PC, word processing and other office tools. Thorough knowledge of department policies, procedures, and goals.

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High school education or equivalent.

Two years of administrative support experience of increasing variety and/or complexity.

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