Facilities Resource Specialist I

Advocate Health; Town of Oconomowoc (WI); On-site; USD 36,000 - 48,000; Full time

Job summary

Advocate Health in Wisconsin is seeking an Administrative Coordinator within Facilities to manage schedules, respond to service requests, and support regulatory compliance documentation.

The role includes handling requisitions, purchase orders, and vendor information, while providing backup for leadership and coordinating special projects between sites. Occasional after-hours work and travel may be required.

Qualifications

• High school diploma or higher education as a baseline requirement.
• Experience using Microsoft applications and other general office equipment.
• Advanced training or experience with word processing, spreadsheets, databases, and presentations.

Responsibilities

• Manages schedules and calendars for appointments, meetings, and travel.
• Coordinates with internal and external customers to respond to service requests.
• Manages department requisitions, purchase orders, and department supplies.
• Maintains regulatory compliance documentation for local, state, and federal agencies.
• Dispatches and may assign work orders to teammates.
• Maintains learning, training, and confidential records for teammates.
• Maintains vendor contact information for normal and after-hours needs.
• Liaises for permits and vendor qualifications within Facilities processes.
• Supports leadership with administrative needs, scheduling, travel, and events.
• Performs other office duties and prepares data for presentations.

Skills

Microsoft Office

Word processing

Spreadsheets

Databases

Presentations

Communication skills

Education

High school diploma

Associate degree or equivalent

Job description

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.