Engineering Dept Administrative Assistant Full Time Days
ETCH · Knoxville
BASIC PURPOSE OF THE JOB
Coordinates daily workflow and provides comprehensive administrative and clerical services for the Engineering department at the direction of the Engineering Manager.
REPORTS TO
- Engineering Manager
JOB REQUIREMENTS
Supervisory Responsibilities: No
Minimum Education: High School Diploma/GED
Degree: General
License/Certification Required: None
Minimum Work Experience: 2 years of administrative office duties, clerical or related experience preferred.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- Proficient in word processing, database, email management, cloud based and collaborative documentation software and information management, preferably Microsoft Office Professional.
- Excellent customer service, written and oral communication skills.
- Ability to work on multiple projects at a time and remain calm under stress.
- Basic understanding of accounting GL coding
- Strong organizational skills and documentation preparation
DUTIES AND RESPONSIBILITIES
- Maintains accurate appointment calendar for Director of Engineering, Engineering Manager, and coordinates meetings between department representatives and others, both internal and external customers, as instructed.
- Accurate scheduling, coordinating and planning of outside contractors for projects, repairs and scheduled services to meet regulatory time frames.
- Assumes responsibility as the central point of contact for the Engineering department through phone, in person and electronic communications.
- Coordinates meetings and activities between various departments and individuals, staff, Biomed and others as assigned.
- Attends meetings, as instructed, and types up and distributes minutes and variety of other materials, ensuring correct grammar, punctuation, and spelling.
- Composes and transcribes correspondence, memos, and reports.
- Supports the Computerized Maintenance Management System by building the scheduling of PMs, originating work orders, completing the loop on work orders/PMs/projects and monitors and runs reports for aging work orders. Facilitates the repair of issues with the program through onsite tech help in a timely manner.
- Maintains regulatory records, working with internal staff and contractors to ensure Life Safety, utility and building related standards are kept accurate and up to date.
- Anticipates equipment and supply needs. Orders/requests equipment and supplies, according to departmental guidelines to ensure that stock is not depleted.
- Requisitions parts, supplies and minor equipment orders for projects and the Engineering department.
- Actively participates on committees, research and other special projects, as assigned by the Engineering Manager. Contributes input and communicates findings in a timely and thorough manner.
- Acts as liaison with outside contractors/companies and in-house departments for ongoing projects. Ensures all pertinent communication and materials are distributed in a timely manner.
- Demonstrates respect and regard for the dignity of all patients, families, visitors, and fellow employees to ensure a professional, responsible, and courteous environment, and interacts with all patients, staff, volunteers, etc. in a considerate, helpful, and courteous manner, as observed by management observation and peer input.
- Trains personnel thoroughly on various computer programs, such as Computerized Maintenance Management Program, key program, and Outlook. Serves as a resource for these programs.
- Fosters mature professional relationships with fellow employees in a courteous, friendly, manner as measured by management observation and peer input.
- Promotes positive working relations and works effectively as part of a department/unit team inter-and intra-departmentally to facilitate the department's/unit's ability to meet its goals and objectives.
- Utilizes hospital resources and time respectfully and accountably and willingly accepts any other assignment that may be requested.
PHYSICAL REQUIREMENTS
- Note: Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.
- Light lifting, pushing and pulling is required for 1-20 lbs. occasionally and frequent moving of objects of less than 10 lbs. is required. Frequent sitting with some walking, standing, squatting, bending, and reaching is required. Keyboard/computer use and/or repetitive motions may be required.
Come work where you can make a difference everyday.