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Department Assistant-Facilities Division

Traverse City, MI


Posted on October 31, 2018

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About Department Assistant-Facilities Division

ENTRY REQUIREMENTS Associates degree in business or related field preferred. In lieu of associate degree, consideration will be given for high school graduate plus minimum 4 years of office experience. Experience working under varied deadlines and properly prioritizing work to meet those deadlines. Experience working under changing circumstances with multiple interruptions. Ability to work with a team and individually to develop, improve and implement departmental processes and procedures. Demonstrated ability to provide excellent customer service and interact in a team oriented environment. Knowledge of / Experience with PC applications including Intermediate to advanced knowledge of Microsoft Office Suite (Word, Excel, One Note, Outlook, Powerpoint). Demonstrated ability to maintain a high degree of confidentiality and professionalism at all times. Strong interpersonal, written, and verbal communication skills. Ability to communicate verbally in clear, articulate manner. Have excellent grammar, spelling, formatting and punctuation skills, along with the ability to compose written communications and reports from general directions without supervision. ORGANIZATION: This position reports to the Vice President of Facilities and will receive direction from other Facilities staff including Manager of Real Estate/Properties, Manager of Design and Director of Facilities Construction. No managerial or supervisory responsibility. Works as a vital member of the Facilities Department and as such needs to work well as a team player. SPECIFIC DUTIES

  • Provides exceptional customer service to employees, vendors, management and other internal/external customers.

  • Promptly and professionally responds to questions, communications, telephone calls, etc. directing inquiries to appropriate departments/individuals.

  • Prepares correspondence for Plant Engineering staff as requested. Must recognize priorities and alter work sequence to meet conditions.

  • Maintains a neat and orderly working/reception area.

  • Expedition Administrator (Project Management Software)

  • Project correspondence & transmittals

  • Distribute Contracts and Change Orders

  • Invoice process for contracts (approvals, accounts payable, Expedition entry, filing)

  • Invoice process for grant funded projects (work with Corp Finance & Grant Specialist)

  • Estimate order process (distribute, file)

  • Run reports from McKesson and Expedition as needed.

  • Project close-out process (documentation)

  • Oversight of Conference Room 318 (including printing schedules)

  • Fill in at reception desk as needed

  • Assist with emergency drills as needed

  • Support management for Kronos system

  • Coordinate scheduling of meetings, appointments, room reservations, AV, food orders and events.

  • Assist with mailings and copy jobs as needed.

  • Assist with Customer Satisfaction Surveys – including follow up on issues

  • Draft and process Check Requests (for permits, certifications)

  • Travel planning / assist with expense reports & travel authorization forms

  • Utilize McKesson system to create E-reqs, track purchase orders, payments, etc.

  • Utilize CMMS System for data entry, reports, troubleshooting

  • Maintain Org Chart for Facilities Division

  • In support of Property Manager/Real Estate:

  • Setup utility service accounts for new buildings.

  • Maintain building demographics database / sq ft / responsibility matrix

  • Process accounts payable invoices

  • Performs other duties and responsibilities as assigned.

Job at a Glance

About Munson Medical Center

How to Apply