Office Operations Assistant

Position Summary

The Office Operations Assistant uses judgment and initiative to determine appropriate actions in non-routine situations, as well as having responsibility for a variety of routine administrative and clerical functions/tasks.  Aids operational directors in staff capacity by coordinating office services. Reviews and answers correspondence.  Functions/tasks include correspondence, taking minutes, scheduling, producing materials, coordinating office operations, updating and maintaining policies and policy manuals, etc.

Essential Job Functions/Accountabilities

Composes correspondence on own initiative regarding routine administrative matters and general policies for the Director’s approval.  Reviews all incoming correspondence and takes action or refers to the Director or other staff as appropriate; Reviews all incoming and outgoing mail to determine priority.  Handles highly confidential information while maintaining said confidentiality. Addresses routine day-to-day problems or coordinates with stake holders to obtain solutions.

Provides administrative support to the Director of Facilities Support Services and other Directors in Administration at the hospital.  Collects, reviews and analyzes data and prepares reports, charts, budgets, and other presentation materials utilizing word processing, spreadsheets, or specialized software. Prepares and distributes reports or other communications on a regular schedule.

Prepares agenda and minutes and maintains files, databases, and archives of relevant records for the Environment of Care, Facilities/Space Planning, Infection Control and Pharmacy and Therapeutics committees.  Establishes schedules based on required criteria and maintains records for regulatory agencies that the hospital utilizes.

Assists with planning and coordinating facility-wide processes such as facilities maintenance, space planning, moves, equipment installations, and other events or projects with internal and external stakeholders.

Assists with HR activities such as employee onboarding, interview coordination, training initiatives, and other special projects.  Coordinates office operations such as ordering of supplies, maintenance of office equipment, and maintaining vendor quotes.  Updates and maintains policies and policy manuals for designated departments, i.e., Safety, Environment of Care, Facilities.

Arranges meetings and appointments for the Directors, using judgment and initiative, to determine appropriate attendees at meetings.  Gathers information that may be useful for the meetings. Follows up on commitments made by the Directors during meetings and helps arrange for implementation by taking initiative to schedule meetings with appropriate staff; Takes minutes, coordinates scheduling of, and provides draft reports for committee and department meetings. Anticipates and prepares materials needed by the Directors for conferences, appointments, meetings, telephone calls, etc. 

Handles projects on own initiative, using judgment to determine and coordinate actions necessary to complete projects.  Works independently within established procedures associated with the specific job function. 

All other duties not specifically assigned.

Position Requirements

Education: Two (2) to four (4) year college degree preferred.

Experience: Three (3) to five (5) years of demonstrated experience in related field preferred; healthcare experience is a plus.

Technical Skills: Broad exposure to office operations including proficiency in Microsoft Word, Outlook, Excel and PowerPoint.

Certifications/Licenses/Registrations: N/A