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Administrative Associate III

2131 South 17Th Street
Wilmington, NC
Job ID: 4800
Date Posted: Oct 4, 2021

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Job Description



NHRMC, established in 1967 in Wilmington, NC, is recognized as a preeminent healthcare organization focused on leading our community to outstanding health. We have an 855 bed network of hospitals and multi-specialty physician group practices with more than 200 physicians. With a network of primary, specialty, neighborhood clinics and regional medical centers; you will find our culture is the very definition of best in practice. Join us and find out how many ways NHRMC offers you the chance to focus on what really matters - our patients and community.

About the Job

Location: New Hanover Regional Medical Center

Department: BioMedical Engineering

Full Time Equivalent: FTE: 1.000000

Work Type: 64 to 80 Hours Pay Period

Work Schedule: STD HRS - Standard-Exe or Office w flex

Exempt from Overtime: Exempt: No

What You'll Do


The Administrative Associate III works under the supervision of the Director of Facilities Services and the Administrative Associate IV. Responsible for providing receptionist, secretarial, and clerical support for the Biomedical Engineering Department, Plant operations and Safety Services. Demonstrates flexibility and cooperation by completing special assignments and tasks, as well as providing assistance to other sub-departments within the Facilities Services Department, as assigned by the Vice President's Administrative Associate IV or the Director of Facility Services. Performs duties independently with direction and supervision provided by the Director of Facility Services to include Physical Environment Committee scheduling and minutes. Performs other duties as required to achieve the goals of the department.


1.Performs a diverse variety of administrative duties for the Director of Facilities using discretion, independent judgment, and senior-level clerical skills to ensure outcomes that are consistent within accepted business practice and within NH NHRMC guidelines and standards.

2.Demonstrates flexibility and cooperation by completing special assignments and tasks, as well as providing assistance to other sub-departments within the Facilities Services department.

3.Functions as timekeeper super user for Bio-med and provides assistance and support to other timekeepers within the Division.

4.Responsible for tracking Budgeting information for Plant Operation, Bio-med and Safety, ensuring that all reporting guidelines are properly adhered to.Assists in the preparation of a variety of budget reports, variance reports, etc.Works directly with Finance and Fiscal Services to ensure accuracy of invoices and journal entries.

5.Maintains Electronic Database for asset and equipment tracking, including scheduling PM’s, updating inventories and running reports.

6.Maintains various personnel related information including WFM, evaluations, payroll reports, attendance records, personnel files, etc. for the department.Functions as administrative support/help desk for WFM questions.

7.Processes purchase orders, logs them into database and maintains files electronically for purchase orders and associated vendor invoices.Utilizes the Lawson system for parts ordering, and to prepare reports, etc.

8.Maintains the vendor sign in book.

9.Generates and maintains a number of routine reports for Facilities services and associated departments.

10.Schedules meetings and takes/maintains minutes and associated documentation for, department meetings and other meetings as needed.

11.Responds appropriately using discretion and independent judgment to a wide variety of requests from internal and external customers, in writing or verbally as required ensuring consistent and efficient operation of departments function.

12.Attends meetings/committee sessions and ensures accurate recording/transcription of same.

13.Dispatches service calls to the appropriate personnel in the Biomedical Engineering Department. This includes the NH NHRMC. Also answers phones and dispatches as a backup for Plant operations as needed.

Position Requirements


* High School Diploma

Other information:

Education: Associates degree, or three years experience in upper management level administrative position. 

Licensure / Certifications: N/A 

Experience: Two years of secretarial or administrative duties with a range of responsibilities. Medical field experience preferred. 

Demonstrates standards of performance (ownership, teamwork, communication, compassion) that support patient satisfaction and principles of service excellence. Performs other duties as assigned. Individual will possess commensurate combination of education, experience and qualifications.

Other Information

This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications which may be required of the employee assigned to the position. Depending on the location of the job, duties may vary. Receipt of the job description does not imply nor create a promise of employment, nor an employment contract of any kind; my employment with the Company is at will.

  • Member Top 100 Hospitals – In 2016 NHRMC was recognized as a Top 100 Hospital demonstrating significant investment and financial sustainability for the communities we serve. 
  • Newsweek's 2020 list of Best Maternity Care Hospitals - NHRMC Betty H. Cameron Women's & Children's Hospital was named as a Best Maternity Care Hospital by Newsweek. 
  • Forbes America’s Best Large Employers 2018 and 2019Link 
  • Becker’s 150 Top Places to Work in HealthcareLink 
  • Healthgrades Outstanding Patient Experience

Consider a career at NHRMC and become part of this award winning team!

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