Facility - Administrative Assistant

Albany Med; City of Albany (NY); On-site; USD 47,000 - 66,000; Full time

Job summary

Albany Med Health System is seeking an organized administrative professional to support the Facility Maintenance department. You will handle secretarial tasks for project managers, track budgets, and manage procurement documentation with discretion and independence.

The role requires association-level education and experience in administrative or financial support, with proficiency in Microsoft Office and strong analytic skills to manage multiple priorities.

Qualifications

• Minimum of associate's degree; bachelor’s preferred.
• Minimum two years of administrative, financial, procurement, or project support experience.
• Experience supporting capital projects, purchasing, budgeting, or financial tracking preferred.
• Proficient in Microsoft Office Suite, especially Excel, Word, and Outlook.
• Strong organizational, communication, and analytical skills.
• Ability to manage confidential information and priorities independently.
• Attention to detail and ability to work independently.

Responsibilities

• Process capital project requisitions, purchase orders, invoices, and related procurement documentation.
• Maintain budget sheets, project files, records, and supporting documentation for capital improvement projects.
• Manage AIA documents, contracts, change orders, payment applications, and related project documentation.
• Update and maintain spreadsheets, databases, and tracking systems used to monitor capital project expenditures and purchasing activity.
• Schedule meetings, coordinate appointments, and provide administrative support to Facilities Management staff and project teams.
• Maintain departmental records, databases, and Microsoft Office documents.
• Prepare and distribute ad hoc reports, budget summaries, expenditure analyses, and project status updates.
• Perform general office support duties and other related assignments to support departmental operations and capital projects.

Skills

Strong organizational skills

Excellent communication

Analytical skills

Ability to manage confidential data

Independent work style

Attention to detail

Project support experience

Education

Associate degree

Bachelor's degree preferred

Tools

Excel

Word

Outlook

Microsoft Office Suite

Job description

Department/Unit: Facility Maintenance

Work Shift: Day (United States of America)

Salary Range: $46,947.00 - $65,726.00

Performs secretarial and other administrative duties for the entire department, including project managers, supervisors, directors and upper management, which require above average tact and skills. Must exercise considerable independent judgment and discretion in the handling of confidential data and effect completion of tasks and projects in a timely fashion.

I. QUALIFICATIONS

• Have a minimum of associate's degree, bachelor's degree preferred.
• Minimum two years of administrative, financial, procurement, or project support experience preferred.
• Experience supporting capital projects, purchasing, budgeting, or financial tracking strongly preferred.
• Proficient in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Strong organizational, communication, and analytical skills.
• Ability to manage confidential information and multiple priorities simultaneously.
• Demonstrated attention to detail and ability to work independently.

II. BASIC FUNCTIONS

Performs secretarial and other administrative duties for the entire department, including project managers, supervisors, directors and upper management, which require above average tact and skills. Must exercise considerable independent judgment and discretion in the handling of confidential data and effect completion of tasks and projects in a timely fashion.

III. MAJOR TASKS, DUTIES AND RESPONSIBILITIES

• Process capital project requisitions, purchase orders, invoices, and related procurement documentation in a timely and accurate manner.
• Maintain budget sheets, project files, records, and supporting documentation for capital improvement projects.
• Manage AIA documents, contracts, change orders, payment applications, and related project documentation, ensuring accuracy, compliance, and proper record retention.
• Update and maintain spreadsheets, databases, and tracking systems used to monitor capital project expenditures and purchasing activity.
• Schedule meetings, coordinate appointments, and provide administrative support to Facilities Management staff and project teams.
• Maintain departmental records, databases, and Microsoft Office documents.
• Prepare and distribute ad hoc reports, budget summaries, expenditure analyzes, and project status updates.
• Perform general office support duties and other related assignments as requested to support departmental operations and capital projects.

Thank you for your interest in Albany Med Health System!

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a "need to know" and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.