Engineering Dept Administrative Assistant Full Time Days

Dolly Parton Children's Hospital; Knoxville (TN); On-site; USD 38,000 - 52,000; Full time

Job summary

Dolly Parton Children's Hospital is seeking an organized administrative professional to support the Engineering department. You will manage calendars, coordinate meetings, and act as the central point of contact for internal and external stakeholders.

Responsibilities include scheduling contractors, maintaining regulatory records, and assisting with CMMS workflows. Strong MS Office, communication, and multitasking skills are essential.

Qualifications

• Minimum Education: High School Diploma or GED.
• 2 years of administrative office duties or clerical experience preferred.
• Proficient with word processing, databases, email, cloud-based docs, and MS Office.
• Strong customer service and clear written/oral communication.

Responsibilities

• Maintain accurate calendars for directors and coordinate meetings with internal and external stakeholders.
• Schedule and plan external contractor visits to meet regulatory timelines.
• Serve as central contact for Engineering department via phone, in person, and email.
• Coordinate interdepartmental meetings and distribute minutes and materials.
• Prepare correspondence, memos, and reports with proper grammar and formatting.
• Support CMMS by scheduling PMs, creating work orders, and tracking aging orders.
• Maintain regulatory records for Life Safety and building standards.
• Order equipment and supplies per guidelines to prevent stockouts.
• Assist on committees and projects, sharing findings promptly.

Skills

Word processing

Database management

Email management

Microsoft Office

Customer service

Communication skills

Multitasking

Documentation

Accounting basics

Education

High School Diploma/GED

General degree

Tools

Outlook

CMMS

Job description

BASIC PURPOSE OF THE JOB

Coordinates daily workflow and provides comprehensive administrative and clerical services for the Engineering department at the direction of the Engineering Manager.

REPORTS TO

• Engineering Manager

Job Requirements

Supervisory Responsibilities: No

Minimum Education: High School Diploma/GED

Degree: General

License/Certification Required: None

Minimum Work Experience: 2 years of administrative office duties, clerical or related experience preferred.

Required Knowledge, Skills, And Abilities

• Proficient in word processing, database, email management, cloud based and collaborative documentation software and information management, preferably Microsoft Office Professional.
• Excellent customer service, written and oral communication skills.
• Ability to work on multiple projects at a time and remain calm under stress.
• Basic understanding of accounting GL coding
• Strong organizational skills and documentation preparation

Duties And Responsibilities

• Maintains accurate appointment calendar for Director of Engineering, Engineering Manager, and coordinates meetings between department representatives and others, both internal and external customers, as instructed.
• Accurate scheduling, coordinating and planning of outside contractors for projects, repairs and scheduled services to meet regulatory time frames.
• Assumes responsibility as the central point of contact for the Engineering department through phone, in person and electronic communications.
• Coordinates meetings and activities between various departments and individuals, staff, Biomed and others as assigned.
• Attends meetings, as instructed, and types up and distributes minutes and variety of other materials, ensuring correct grammar, punctuation, and spelling.
• Composes and transcribes correspondence, memos, and reports.
• Supports the Computerized Maintenance Management System by building the scheduling of PMs, originating work orders, completing the loop on work orders/PMs/projects and monitors and runs reports for aging work orders. Facilitates the repair of issues with the program through onsite tech help in a timely manner.
• Maintains regulatory records, working with internal staff and contractors to ensure Life Safety, utility and building related standards are kept accurate and up to date.
• Anticipates equipment and supply needs. Orders/requests equipment and supplies, according to departmental guidelines to ensure that stock is not depleted.
• Requisitions parts, supplies and minor equipment orders for projects and the Engineering department.
• Actively participates on committees, research and other special projects, as assigned by the Engineering Manager. Contributes input and communicates findings in a timely and thorough manner.
• Acts as liaison with outside contractors/companies and in-house departments for ongoing projects. Ensures all pertinent communication and materials are distributed in a timely manner.
• Demonstrates respect and regard for the dignity of all patients, families, visitors, and fellow employees to ensure a professional, responsible, and courteous environment, and interacts with all patients, staff, volunteers, etc. in a considerate, helpful, and courteous manner, as observed by management observation and peer input.
• Trains personnel thoroughly on various computer programs, such as Computerized Maintenance Management Program, key program, and Outlook. Serves as a resource for these programs.
• Fosters mature professional relationships with fellow employees in a courteous, friendly, manner as measured by management observation and peer input.
• Promotes positive working relations and works effectively as part of a department/unit team inter-and intra-departmentally to facilitate the department's/unit's ability to meet its goals and objectives.
• Utilizes hospital resources and time respectfully and accountably and willingly accepts any other assignment that may be requested.

Physical Requirements

• Note: Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.
• Light lifting, pushing and pulling is required for 1-20 lbs. occasionally and frequent moving of objects of less than 10 lbs. is required. Frequent sitting with some walking, standing, squatting, bending, and reaching is required. Keyboard/computer use and/or repetitive motions may be required.

Come work where you can make a difference everyday.