Facility - Administrative Assistant

Albany Med; United States; On-site; USD 47,000 - 66,000; Full time

Benefits offered by this job

Excellent health care coverage

Wellbeing programs

Job summary

Albany Med is seeking an experienced administrative professional to provide secretarial and project support for the Facility Maintenance department. You will handle capital project procurement, budgeting, and reporting, while maintaining confidential data with discretion and accuracy.

Responsibilities include managing requisitions, invoices, and contracts; updating budgets and records; coordinating meetings; and preparing reports for project teams—all in a fast-paced hospital environment.

Qualifications

• Minimum 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.

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.

Skills

Organizational skills

Communication skills

Analytical skills

Education

Associate's degree

Bachelor's degree preferred

Tools

Microsoft Office Suite

Excel

Word

Outlook

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.

Albany Medical Center is the centerpiece of medicine, research, and medical education in New York’s Capital Region and is the area's largest private employer with more than 10,000 employees. Albany Medical Center offers excellent career opportunities in a wide range of roles in both patient care and administration.

We value all our staff members and offer outstanding employee benefits including:

• Excellent health care coverage with no copay at Albany Medical Center providers
• A wide array of services and programs to support emotional, physical, and mental wellbeing

Anchored in the state’s historic capital city, Albany Medical Center offers a full range of inpatient and outpatient care and is home to the region’s largest hospital, only Level 1 adult and pediatric trauma centers, and only children’s hospital. The downtown campus also offers opportunities at Albany Medical College.

Albany Medical Center, along with Columbia Memorial Health, Glens Falls Hospital, Saratoga Hospital, and the Visiting Nurses, form the Albany Med Health System, serving more than three million people over 25 counties.