Administrative Assistant- Duke Lake Norman Plant Operations

Duke Clinical Research Institute; Mooresville (NC); On-site; USD 22,000 - 33,000; Full time

Job summary

Duke Health Lake Norman Hospital in Mooresville, NC seeks an Administrative Assistant to support Plant Operations and Maintenance. The role involves handling inquiries, coordinating with leadership, generating maintenance work orders, and assisting with vendor and contract documents.

Hours are Monday through Friday, 7:30am–4pm. Strong communication, organization, and basic office software skills are essential for daily operations and meeting minutes.

Qualifications

• Two years of administrative support experience of increasing variety and/or complexity.
• High school education or equivalent.

Responsibilities

• Excellent written and verbal communication with staff and vendors.
• Coordinate with Plant Operations Director and staff daily.
• Create and manage maintenance work orders and PM tasks in the CMMS.
• Prepare proposals, invoices, and purchase orders for supervisor approval.
• Maintain vendor and contract documents and calendars.
• Attend meetings and take detailed minutes.

Skills

Administrative support

Communication skills

PC skills

Education

High school education or equivalent

Job description

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

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.

Job Summary

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

Work Performed

• 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

Knowledge, Skills and Abilities

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

Level Characteristics

N/A

Minimum Qualifications

Education

High school education or equivalent.

Experience

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

Degrees, Licensures, Certifications

N/A

Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions:

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.