Engineering Dept Administrative Assistant Full Time Days

01 ETCH East Tennessee Children's Hospital Association, Inc.; United States; On-site; USD 38,000 - 48,000; Full time

Job summary

The Engineering Department at Dolly Parton Children's Hospital seeks a detail-oriented Administrative Technician to support daily workflows, manage calendars, coordinate meetings with internal teams and external contractors, and prepare minutes and reports.

You will handle document management, ordering supplies, and tracking maintenance activities while maintaining compliance with Life Safety and building standards. Strong communication and multi-tasking skills are essential.

Qualifications

• High School Diploma or GED required.
• 2 years of administrative office experience preferred.
• General license/certification none.

Responsibilities

• Maintains accurate appointment calendar for Director of Engineering, Engineering Manager, and coordinates meetings between department representatives and others.
• Accurate scheduling and coordination of outside contractors for projects, repairs and scheduled services to meet regulatory time frames.
• Acts as central point of contact for the Engineering department via phone, in person and electronic communications.
• Coordinates meetings and activities between various departments and individuals, staff, Biomed and others as assigned.
• Attends meetings and transcribes minutes and distributes materials with correct grammar and punctuation.
• Composes and transcribes correspondence, memos, and reports.
• Supports CMMS by scheduling PMs, originating work orders, and monitoring aging work orders.
• Facilitates repair of issues with the program through onsite tech help in a timely manner.
• Maintains regulatory records to ensure Life Safety, utility and building standards are up to date.
• Anticipates equipment and supply needs; orders equipment and supplies as needed.
• Requisitions parts, supplies and minor equipment orders for projects and the Engineering department.

Skills

Word processing

Database management

Email management

Cloud-based software

Microsoft Office

Customer service

Written and verbal communication

Multi-tasking

GL coding

Organizational skills

Education

High school diploma or GED

Tools

None

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. At Dolly Parton Children's Hospital, care is at the CORE of who we are. We are comprised of team members who live out our core values of Compassion, Ownership, Respect, and Excellence. We support each other by fostering a culture of team engagement that creates moments that matter - every interaction, every time. Compassion - We imagine what others are going through, work to alleviate suffering, and create joy whenever possible. Ownership - We take pride in our work, act with integrity, and feel personal responsibility for achieving our mission. Respect - We listen, understand, and communicate openly and politely. We recognize our diverse strengths. Excellence - We set high standards for performance in delivering the safest patient care. We give extraordinary and meaningful experiences to our patients, their families, team members, and the community we serve.