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Provides administrative and clerical support to the Facilities Management leadership team, including schedule management and office oversight. Manages service desk operations, contract administration, access control systems, and facilities metrics reporting.
Requires a High School diploma or GED with at least three years of relevant administrative experience and a valid North Carolina Driver's License. An Associate degree in business or office administration is preferred.
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 AskTalent@mahec.net for support in your job search process. You could be the talent we are seeking for this or other opportunities.
Recruiting, training, and retaining healthcare providers to improve health in Western North Carolina.
The Mountain Area Health Education Center (MAHEC) is a leader in healthcare practice, education, innovation and research. It is also a branch campus of the UNC schools of medicine, dentistry, pharmacy, and public health. the home of UNC Health Sciences at MAHEC and UNC Asheville-UNC Gillings Master of Public Health (MPH) Program. Located in Asheville and founded in 1974, MAHEC serves a 16-county region in Western North Carolina. We are the largest Area Health Education Center in North Carolina, which evolved to address national and state concerns with the supply, retention and quality of health professionals. MAHEC provides patient care at several sites across the region, with Family Health, Ob/Gyn, and Dental Health offices as well as Community Pharmacies. We are the only high-risk obstetrics practice in the region and a safety net provider as an FQHC (Federally Qualified Health Center) Look-Alike. Our health professions education creates a pipeline of quality healthcare professionals from inspiring health careers in high school to providing clinical and professional training through undergraduate internships, allied health programs, medical school, residency programs, rural and specialty fellowships, and continuing medical and health education for thousands of participants annually. View open positions at mahec.net/careers.
Offices: 123 Hendersonville Rd, Asheville, North Carolina 28803, US · 119 Hendersonville Rd, Asheville, North Carolina 28803, US · 121 Hendersonville Rd, Asheville, North Carolina 28803, US · 1542 Cane Creek Rd, Fletcher, North Carolina 28732, US · 218 Elkwood Ave, Asheville, North Carolina 28804, US
