Facilities Resource Specialist I

Hugh Chatham Health; Town of Oconomowoc (WI); On-site; USD 69,056,000 - 103,584,000; Full time

Benefits offered by this job

Paid Time Off

Health benefits

Retirement plans

Educational assistance

Job summary

Advocate Health is seeking an Administrative Assistant within the Facilities department based at 11917 AMC Summit in Wisconsin. The role supports scheduling, travel, and expense reporting, coordinates service requests, and maintains equipment and supplies to ensure smooth operations.

The ideal candidate has at least 1 year of experience, a High School diploma, and proficiency with Microsoft Office; associate degree preferred.

Qualifications

• High school diploma is required.
• Minimum of 1 year of experience in an administrative role.
• Experience using Microsoft applications and other general office equipment and tools.
• Advanced training or experience with word processing, spreadsheets, databases, and presentation software.

Responsibilities

• Manages schedules and calendars for appointments, meetings, and travel, including assistance with expense and purchase card reporting.
• Coordinates with internal and external customers to respond to service requests.
• Manages department requisitions, purchase orders, company purchase card usage, and departmental supplies.
• Maintains regulatory compliance documentation required by local, state, and federal agencies, accrediting organizations, and other authorities having jurisdiction.
• Dispatches and may assign work orders to teammates.
• Maintains teammate learning, training, and confidential records.
• Maintains an active list of vendor-provided services and contact information for normal, after-hours, and emergency needs.
• Serves as the primary department liaison for above-ceiling permits, hot work permits, red tag permits, vendor qualification and identification, and other Facilities processes.
• Supports department leadership with administrative needs, including scheduling appointments, meetings, travel, and events.
• Performs other office and administrative duties as assigned, including coordinating special projects and collecting, analyzing, and preparing data for presentations.

Skills

Microsoft Office

Data entry/recordkeeping

Education

High school diploma

Associate degree (preferred)

Tools

Word processing

Job description

• Manages schedules and calendars for appointments, meetings, and travel, including assistance with expense and purchase card reporting.
• Coordinates with internal and external customers to respond to service requests.
• Manages department requisitions, purchase orders, company purchase card usage, and departmental supplies.
• Supports Facilities leadership in maintaining regulatory compliance documentation required by local, state, and federal agencies, accrediting organizations, and other authorities having jurisdiction.
• Dispatches and may assign work orders to teammates.
• Maintains teammate learning, training, and confidential records.
• Maintains an active list of vendor-provided services and contact information for normal, after-hours, and emergency needs.
• Serves as the primary department liaison for above-ceiling permits, hot work permits, red tag permits, vendor qualification and identification, and other Facilities processes.
• Supports department leadership with administrative needs, including scheduling appointments, meetings, travel, and events.
• Performs other office and administrative duties as assigned, including coordinating special projects and collecting, analyzing, and preparing data for presentations.

Department

11917 AMC Summit - Facilities

Status

Full time

Benefits Eligible

Yes

Hours Per Week

40

Schedule Details/Additional Information

Monday through Friday. 7am-330pm

Pay Range

$24.10 - $36.15

Major Responsibilities

• Manages schedules and calendars for appointments, meetings, and travel, including assistance with expense and purchase card reporting.
• Coordinates with internal and external customers to respond to service requests.
• Manages department requisitions, purchase orders, company purchase card usage, and departmental supplies.
• Supports Facilities leadership in maintaining regulatory compliance documentation required by local, state, and federal agencies, accrediting organizations, and other authorities having jurisdiction.
• Dispatches and may assign work orders to teammates.
• Maintains teammate learning, training, and confidential records.
• Maintains an active list of vendor-provided services and contact information for normal, after-hours, and emergency needs.
• Serves as the primary department liaison for above-ceiling permits, hot work permits, red tag permits, vendor qualification and identification, and other Facilities processes.
• Supports department leadership with administrative needs, including scheduling appointments, meetings, travel, and events.
• Performs other office and administrative duties as assigned, including coordinating special projects and collecting, analyzing, and preparing data for presentations.

Education Required

• High school diploma.

Experience Required

• Minimum of 1 year of experience.

Knowledge, Skills & Abilities Required

• Experience using Microsoft applications and other general office equipment and tools.
• Advanced training or experience with word processing, spreadsheet, database, and presentation software.

Physical Requirements And Working Conditions

• Exposed to a normal office environment.
• Must be able to respond quickly and appropriately in stressful situations.
• May be required to work outside normal working hours.
• May require extensive walking and time spent standing.
• May require travel between supported sites.
• May require the use of personal protective equipment.

Preferred Education

• Associate degree, trade school certificate, or equivalent.

Preferred Experience

• 3 years of experience in a healthcare or facilities environment.

DISCLAIMER

All responsibilities and requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

This job description in no way states or implies that these are the only responsibilities to be performed by an employee occupying this job or position. Employees must follow any other job-related instructions and perform any other job-related duties requested by their leaders.

Our Commitment To You

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance

Benefits And More

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

Note: Eligibility for programs listed above may depend on your FTE or status (e.g., full-time, part-time, per diem, temporary, etc.); please ask a Recruiter for more information during an interview.

About Advocate Health

Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.