POSITION SUMMARY
This position provides administrative support to the Senior Project Manager. Duties comprise of performing budgetary, clerical, procurement, time keeping and providing customer service to support the Office of Project Management. This position requires a high level of independence and excellent judgement and interpersonal skills to work with all levels of the organization. Ensures daily operations and activities are addressed through effective communication and organization. We are looking for a creative, motivated, and highly collaborative team player. The ideal candidate will have strong multi-tasking abilities. The person will work in the office under the direction of the Senior Project Manager and will be responsible for many administrative tasks vital to the success of the department. The position requires a team player with excellent communication, writing, multi-tasking, and problem-solving skills. The right candidate will possess curiosity and excitement around the “why” and “how” of our work.
ESSENTIAL FUNCTIONS:
- Work independently, or with minimal supervision, in performing office duties in a responsible and confidential manner.
- Perform day-to-day administrative activities and operations for the Office of Project Management.
- Excellent written and verbal communication skills as well as interpersonal skills.
- Customer focus, dedicated to meeting the expectations and requirements of the external and internal customer, by acting with the customer in mind, establishing and maintaining effective relationships with customers, and gaining their trust and respect.
- Manage multiple tasks and have excellent follow-up skills both internally and externally.
- Self-starter with the ability to self-manage project assignments from start to finish with minimal oversight.
- Technical production skills are necessary and require a demonstrated ability to effectively use a multi-line phone system and computer software like Microsoft Office Suite.
- Ability to balance multiple short-term deadlines against long-term goals
- Ability to comfortably and professionally represent the department in business and social settings
- Coordinate scheduling of meetings, conferences, appointments, and travel logistics for the Office of Project Management.
- Communicate with other employees, departments and public to provide information and assistance relating to Project Management
- Maintain confidentiality of conversations, files, mail, facsimiles, and all other business-related documents.
- Receive incoming telephone calls and visitors, identifies nature of business, and determines appropriate course of action.
- Tracking department budgets: expenditures, processing invoices, payments, travel reimbursement requests.
- Request GSA/Corporation vehicles for Project Management staff as needed
- Coordinate travel for department staff including scheduling transportation, making lodging reservations and prepare travel reports
- Review each completed work order to ensure that labor hours and material costs are accurately reported and charged against the appropriate cost center and account code(s).
- Provide monthly reports on open/closed work orders, material costs, labor hours, inventory and similar information utilizing the Four Rivers/TMS software (program(s).
- Prepare and review accuracy of all obligating procurement documents for requisitions, purchase orders, contracts, travel/training, credit card purchases, etc. making sure process and timeframes are met.
- Maintain a tracking system to ensure all supplies, contracts, services, or equipment ordered are received and ensure follow-up on backorders including inventory of all received goods, supplies, contracts & services, and equipment to obtain as accurate count.
- Create a supply order list (with catalog numbers) in Workplace for the Office of Project Management.
- Update and maintain financial records and commitment register for status of the Facility Department using past and present data. Prepare reports that reflect monthly spending and current balances for the department.
- Establish and maintain Vendor Files, purge as needed
- Assemble necessary material and equipment for meetings, conferences, or other gatherings; take meeting minutes or reports that are current and accurate.
- Ensure proper PPE is always worn while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
- Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
- Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee, and external customer satisfaction.
- Comply with established policies and procedures, rules, and regulations.
MENTAL AND PHYSICAL EFFORT
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform
Physical:
This position requires frequent sitting, walking, standing, reaching, and maintaining balance. Occasionally the job requires driving, climbing, kneeling, crouching, testing bending and carrying. Incumbent must be able to lift, push and pull for greater than ¾ day up to 24 lbs.; and, occasionally lift-up to 50 pounds. Requires availability for responding to emergencies at night (sleep may be disrupted). Sensory requirements for this position are to have the prolonged ability for hearing normal speech and telephone use. Must be able to frequently utilize far vision, near vision, and color vision. Incumbent must be able to occasionally have the ability for depth perception, seeing fine details, and hearing overhead pages thru loudspeaker. Incumbent will need to have the ability to lift-up to 25 lbs. for prolonged periods of time and occasionally lift-up to 50 lbs. Must have the ability with hand manipulation of prolonged periods of simple grasping and use of keyboards. Must occasionally be able to use hands for firm grasping and fine manipulation. Incumbent must be able be flexible with schedule to meet the needs of the unit.
Mental:
Exercise independent judgment to ensure high standards for facility safety and accessibility, which significantly impacts the environment for patient care and services; may deviate from existing department or corporation practices to resolve operating problems. Incumbent must be able work prolong times during work day to cope with high levels of stress; make decisions under high pressure; cope with anger/fear/hostility of others in a calm way; manage altercations; concentrate; handle a high degree of flexibility; handle multiple priorities in stressful situations; and, demonstrate high degree of patience. Must be able to frequently work alone. Incumbent may occasionally need to be able to adapt to shift work, accept flexible schedule to meet unit needs; and, work in areas that are close and crowded.
Environmental:
Incumbent may be frequently exposed to infectious diseases; dust, fumes, gases; extremes in temperature or humidity; and, hazardous or moving equipment. Incumbent may occasionally be exposed to chemical agents; unprotected heights; and, loud noises.
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NECESSARY QUALIFICATIONS
Education:
Must have an Associate’s Degree in any field of study
Experience:
Two (2) years of experience in a fast-paced office environment with demonstrated ability to manage and prioritize multiple assignments/projects, completing tasks and demands while meeting deadlines.
Experience:
Must have and maintain an unrestricted current valid state driver’s license.
Other Skills and Abilities:
A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas:
- Positive working relationships with others
- Possession of high ethical standards and no history of substantiated complaints
- Reliable and dependable; reports to work as scheduled avoiding excessive absences
- Knowledge of office management systems and procedures
- Ability to handle sensitive and highly confidential information
- Must be able to work independently and be highly motivated, organized, and efficient
- Strong organizational and planning skills
- Attention to detail and problem-solving skills
- Excellent customer service skills and ability to work as a key team member with a diverse group of professional staff at all levels.
- Completion of and above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job
- Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job.
- Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job.
- Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading, or incomplete information, as determined by TCRHCC.
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