Ambulatory Facilities Administrative Assistant

Position Summary

The FPO Ambulatory Facilities Administrative Assistant coordinates all the day-to-day administrative support for the Ambulatory Facilities Operations Office. In addition, the administrative assistant manages assigned projects/initiatives and, as a member of the facilities support team, ensures that service level agreements are met and facilities issues are addressed promptly and in a timely manner.

Responsibilities

Essential Duties

• Coordinate meetings, appointments, and conferences for the Associate Director and staff as needed.
• Work closely with CU Departments, NYPH Facilities, and Environmental Services to ensure the professional upkeep of ColumbiaDoctors spaces and make sure all issues/requests are processed in a timely manner.
• Attend meetings and assist with the determination of project requirements.
• Coordinate and lead walkthroughs with departments and vendors as needed.
• Coordinate internal resources and third-party vendors for projects.
• Coordinate the processing of purchase orders and project contracts.
• Work closely with Purchasing and the ARC team to verify that all project documents are processed accurately and in a timely manner.
• Communicate relevant project information to requesting departments, vendors, and the NYPH facility team as needed.
• Coordinate NYPH painting requests for all ColumbiaDoctors departments from inception to completion.
• Maintain ongoing logs of all NYPH painting requests.
• Coordinate painting, flooring, window treatment/cleaning requests for all ColumbiaDoctors Departments
• Process invoices and purchase orders.
• Assist in coordinating all necessary paperwork for year-end financial reconciliation/closing.
• Perform miscellaneous administrative duties as assigned.

Project Management

• Participates in and/or supports assigned projects and initiatives. Executes tasks and coordinates services, including scheduling and supervision of tasks. Utilizes tools and reporting mechanisms to track progress and ensure timely communication of issues and status. Conducts research and gap analysis as needed. Provides administrative support for projects as needed.
• Assist in the financial closure of all refurbishment and non-refurbishment projects.

People

• Assists the supervisor and management on recruiting and human resource management activities as needed, including vendor and other outsourced staff-related activities. Under the direction of the Supervisor, helps to monitor that the service level agreement (as related to staffing and performance) is adhered to.
• Promotes staff professionalism and performance modeling behavior, team accountability, and demonstrates best practices/techniques.
• Establishes a culture of coaching and mentoring to facilitate continuous professional development and maintain an efficient patient-centered environment, ensuring accountability, quality patient care, and patient satisfaction.

Other

• Keep current on all organizational, practice, and patient privacy policies (e.g., infection control, HIPAA), goals, initiatives, and required trainings.
• Maintain a safe and secure work environment by following all OSHA, EH&S, and public safety policies and guidelines.
• Successfully complete all required university, hospital, and department trainings.
• Must be available to work nights and weekends.
• Perform general administrative functions, and related duties and responsibilities as assigned/requested

Minimum Qualifications

• Bachelor's Degree or a combination of education and experience.
• An equivalent combination of education and experience may be considered.
• Must be well organized and be able to manage a demanding workload in an accurate and timely manner.
• Proficiency in problem assessment, resolution, and collaborative problem-solving in interdisciplinary settings.
• Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with staff, providers, and organizational stakeholders.
• Ability to work independently, follow through, and handle multiple tasks simultaneously.
• Ability to work collaboratively with a culturally diverse staff and patient/family population, demonstrating tact and sensitivity in stressful situations.
• Proficiency in Microsoft Office (Word & Excel) or similar software is required, and an ability and willingness to learn new systems and programs.
• Must be a motivated individual with a positive mindset and exceptional work ethic.
• Must successfully complete systems training requirements.