Dual Dept. Administrative Assistant | North Shore Medical Center

Dual Department Administrative Assistant

The Dual Department Administrative Assistant at Lemontree Healthcare provides essential administrative and clerical support to the Environmental Services (EVS) and Food & Nutrition Services (FNS) departments. This position is responsible for maintaining efficient office operations, supporting staff schedules, managing inventory, processing documents, and assisting with various departmental tasks. The Dual Dept Admin Assistant ensures the smooth functioning of the departments by handling routine administrative duties and assisting the EVS and FNS team in achieving departmental goals.

Job Type: Full-time Schedule: Monday-Friday Shift: 8:00am-4:00pm

Key Responsibilities:

Administrative Support:

• Provide general administrative support to the Directors and department staff, including answering phone calls, responding to emails, and greeting visitors.
• Prepare and organize departmental reports, correspondence, and meeting agendas.
• Assist in the preparation of presentations, spreadsheets, and documents as needed.
• Maintain and update filing systems, ensuring that records and documents are properly stored and easily accessible.

Scheduling & Coordination:

• Assist in scheduling and coordinating meetings, trainings, and staff shifts for both departments.
• Manage EVS and FNS staff schedules, ensuring proper coverage and minimizing scheduling conflicts.
• Coordinate and track time-off requests, attendance, and overtime for EVS and FNS staff.

Inventory & Supply Management:

• Monitor inventory levels of cleaning supplies, chemicals, equipment, and personal protective equipment (PPE).
• Assist with ordering and restocking supplies, ensuring that both departments have the necessary materials for daily operations.
• Keep accurate records of inventory usage and assist with monthly or quarterly inventory audits.

Billing & Budgeting Support:

• Assist in tracking departmental expenses and budget allocations.
• Process invoices, purchase orders, and other financial documents in accordance with hospital procedures.
• Help monitor and manage expenses to ensure adherence to budget guidelines.

Compliance & Documentation:

• Help maintain documentation related to compliance with infection control standards, safety regulations, and protocols.
• Ensure that required certifications, permits, and licenses for both departments are current and up-to-date.
• Assist in preparing for inspections, audits, and regulatory reviews by gathering necessary documents and reports.

Communication & Coordination:

• Serve as a point of contact for internal communication between the department and other hospital departments.
• Relay information from the team to management and vice versa.
• Assist in organizing departmental meetings, taking meeting minutes, and ensuring action items are followed up on.

Employee Support:

• Provide administrative assistance to both departments, including helping with new employee onboarding, training schedules, and orientation materials.
• Assist in tracking employee performance evaluations, certifications, and ongoing training requirements.
• Support both departments with any administrative needs related to HR functions, such as employee documentation and compliance with hospital policies.

Qualifications:

• Education:
  • High School Diploma or equivalent required.
  • Associate's degree in business administration, or a related field (preferred).
• Experience:
  • A minimum of 2 years of administrative experience, preferably in a healthcare or facilities management environment.
  • A minimum of 2 years of food services/catering administrative experience is preferred
• Skills & Abilities:
  • Strong organizational and multitasking skills with the ability to prioritize tasks in a fast-paced environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
  • Excellent communication skills, both written and verbal.
  • Ability to maintain confidentiality and handle sensitive information.
  • Detail-oriented with strong problem-solving and critical thinking abilities.
  • Ability to work independently and collaborate as part of a team.
• Certifications:
  • Certification in administrative support or office management is a plus but not required.

Working Conditions:

• Full-time position, with working hours that may include evenings or weekends as needed.
• Office environment, with occasional exposure to healthcare-related areas.
• The position may require occasional lifting of office supplies or equipment (up to 25 lbs).
• Ability to work in a fast-paced environment, managing multiple tasks simultaneously.

Benefits

• Dental insurance
• Vision insurance
• Health Insurance
• 401k
• Paid time-off
• Paid holidays
• Referral program

Lemontree Healthcare policy is to provide equal employment opportunity to all qualified applicants and employees regardless of their race, color, religion, sex, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, veteran status, status as a special disabled veteran, or any other protected criteria as established by federal, state, or local laws. Employment decisions at Lemontree are based solely upon relevant criteria, including an individual's capabilities, qualifications, training, experience, and suitability.