Administrative Assistant-Facilities Department

JOB SUMMARY: The administrative assistant will perform a variety of administrative and clerical tasks, including managing the schedules of the Facilities Management leadership team, supporting MAHEC facilities needs by overseeing the service desk and main office line, oversight of ongoing office projects, and records management. SPECIFIC RESPONSIBILITIES: Administrative support for the Facilities Management leadership team, including meeting scheduling and organizing. Support the ongoing administration of MAHEC’s contract System (Workday Strategic Sourcing and Cobblestone) organizing and supporting renewals, terminations, new contract entry, and contract migration. Assist Facilities Manager in compiling and reporting facilities management metrics, including: Quality of service reports, Facilities workorder reporting, Parking data Vehicle Reservation management. Assisting with creating bookings, training users, adjusting existing reservations, assisting with scheduling preventative maintenance and repairs, vehicle inspections, and key pick-up and drop off coordination. Access Control Systems (Badges and Keys) assist with assignment, coordination on distributions, access level assignments, deactivations and retrieval, and badge drafting and printing. RAVR Space management in conjunction with the Facilities Services Coordinator. Service Desk and Customer service, including answering phones, monitoring department email inboxes and assisting employees and vendors with in-person needs at our offices. Must provide courteous solution driven service. Security System (Sonitrol)- reporting and dispatching. Workorder creation and communication. Maintenance and Security dispatching. Maintains office supplies for the division and places orders as needed in coordination with Facilities accounts payable. Participates in cross training with other team members and other work teams in the division, providing support as needed. Facilities office staff are expected to assist with tasks outside of the office space when needed. These areas include, but not limited to, Shipping and Receiving, Housekeeping, Safety, and Event furniture set-up. This role description is a general description of the essential job functions. It is not intended to describe all the duties the Administrative Assistant may perform. KEY COMPETENCIES: Communication Skills Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient’s family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families. Decision Making Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time. HealthCare Knowledge Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate. This also includes keeping up with your licensure and yearly training requirements within your area expertise along with MAHEC’s organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate. Interpersonal Skills Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others. Organizational Values Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need. Problem Solving Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change. SPECIFIED SKILLS COMPUTER Excellent skills in Microsoft Office including Word, Excel, PowerPoint, and database applications required. FOREIGN LANGUAGE Spanish speaking skills preferred. PHYSICAL DEMANDS Not applicable. SUPERVISORY RESPONSIBILITIES: Not applicable. EDUCATION AND EXPERIENCE MINIMUM QUALIFICATIONS: High School/GED and at least three (3) years administrative experience in adult education, event planning, or other relevant work. PREFERRED QUALIFICATIONS: Associates degree in business, office administration, or other relevant studies. REQUIRED LICENSES Valid North Carolina Driver’s License. SCHEDULE: Regular attendance on-site is an essential function of this position. Typical business hours are Monday – Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader. POSITION COMPENSATION: $20.63/hour, full time + full benefits available At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive. All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption. MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer. MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full-time at MAHEC. If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to View email address on click.appcast.io for support in your job search process. You could be the talent we are seeking for this or other opportunities. Thank you for your interest in employment with Mountain Area Health Education Center in Asheville, NC, where we are committed to improving health in western North Carolina through innovative health professions education and compassionate healthcare. MAHEC was established in 1974 to improve training and retention of healthcare professionals across our region. We are dedicated to excellence in clinical care, health professions education, and innovative practices that can be replicated nationally. The largest of the nine state AHEC's, MAHEC serves NC's 16 westernmost counties to address national and state concerns with the supply, retention, and quality of health professionals especially in rural areas.