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.