Administrative Support Associate VII - Facilities Management

JOB DESCRIPTION

Department/Unit:

Facilities Mgmt Adm

Work Shift:

Day (United States of America)

Salary Range: $15.00 - $23.79

The Administrative Support Associate VII will perform secretarial and administrative duties assigned by the directors and upper management. The qualified candidate will apply specialized knowledge to provide administrative support for efficiency of the office operations and help to achieve optimized workflow within the Facilities Department. The ASA VII will be responsible for reports and data necessary for operations, process improvement and success of the department.

• Develops and maintains a good working knowledge of Human Resource Policies and fosters a good working relationship with representatives within Human Resources to support Facility management Leadership with recruitment, benefits and policy changes, corrective actions and resolution of compensation issues pertaining to staff.
• Develops and maintains an employee checklist for facility managements leadership identifying annual education, training, and Employee health requirements for all staff.
• Manages the administration of contracts and purchases through labor and materials for all facilities Management departments. This includes creation of contract documents, issuance of purchase orders, and processing of applications for payment and invoices.
• Responsible for processing and payment of utility accounts for main campus and off-site locations for Albany Med Health System.
• Performs secretarial, clerical, and general office duties, which include handling and processing of requisitions, check requests, purchase orders, and utility bills.
• Operates basic office equipment and trains other members of the department on basic use.
• Demonstrates proficient computer skills.
• Organizes and files department data.
• Develops reports and data necessary for departmental organization and optimized success of overall operations.
• Assists in the implementation of specialized projects.
• Back-up support for payroll processing using Workforce Central (Kronos) management.
• Any other duties as assigned.

Minimum Qualifications

• Must hold a high school diploma or equivalent (GED), with some post high school training. Associates degree in business or office practice is preferred.
• Able to communicate effectively on a wide range of issues with internal and/or external customers, initiate follow-up actions. Able to work with others to accomplish a task or goal, be flexible in work practices, procedures, and/or processes, work efficiently with others to find solutions.
• Must be able to operate basic office equipment (fax, photocopier, calculator) and demonstrate basic computer skills.
• Ability to independently organize and prioritize work to complete assignments in a timely manner and meet established guidelines. Ability to multitask and gather data from appropriate resources.
• Comfortable with basic math, addition, subtraction, division, multiplication, and percentages.
• Ability to use PowerPoint, databases, charts, and graphs.
• Familiar with Microsoft Office products (Word, Outlook, Excel) and formatting reports such as headings, table of contents, appendices.
• Ability to read and interpret utility bills.
• A minimum of three years of related experience preferred.

Thank you for your interest in Albany Medical Center!

Albany Medical is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, 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 Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.