Administrative Assistant - Support Services

Description

Position Summary

Ellenville Regional Hospital is seeking a detail-oriented and highly organized Administrative Assistant to support the Support Services Department, which includes Maintenance, Buildings & Grounds, Security, Purchasing, Laboratory and Dietary. This position plays a critical role in ensuring the smooth operation of these departments by providing administrative, clerical, and logistical support. The ideal candidate will be proactive, efficient, and able to manage multiple tasks while maintaining accuracy and attention to detail in a fast-paced healthcare environment.

Key Responsibilities

• Field phone calls, take messages, and respond to inquiries in a professional manner.
• Schedule appointments and meetings for the Director of Support Services and other department leaders.
• Perform meeting minutes preparation, and data collection.
• Maintain and organize departmental records, reports, and documentation.
• Manage complex schedules and assist in coordinating departmental activities.
• Process purchase orders, invoices, and inventory records for the Purchasing and Dietary departments.
• Track and update maintenance work orders to ensure timely completion.
• Assist with budget tracking, expense reports, and financial documentation for Support Services.
• Act as a point of contact for internal and external communications related to Support Services.
• Support compliance efforts by ensuring regulatory and safety documentation is maintained.
• Coordinate with vendors, contractors, and hospital staff to support facility operations.
• Utilize Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual meeting platforms such as Zoom.

All job requirements listed indicate the minimum level of knowledge, skills and ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements. Employees will be required to perform other job-related instructions given by their supervisor, subject to reasonable accommodation.

Hours: 7am - 3pm (flexible with schedule)

Salary: $19.26 - $22.00

Company Overview: Ellenville Regional Hospital is a non-profit, community focused hospital based in New York’s Hudson Valley. We support our local community with health, wellness, specialty services and readily available diagnostic testing. We are centrally located for residents in surrounding areas to access our subacute rehabilitation programs, specialists and ambulatory services. Our healthcare is delivered with compassion and respect based on our commitment to improving our community health through excellence, innovation and state-of-the-art technologies.

Benefits:

• Medical Benefits
  • Health Insurance
  • Dental
  • Vision
• Life Insurance – Employer Sponsored, Supplemental Life Insurance
• PTO
  • Vacation Time
  • Sick Time
  • Paid Holidays
  • Personal Time
  • Bereavement
• 403(b)
• Employee Assistance Program
• Tuition Assistance
• Discount Program
• Virtual fitness, mindfulness and nutrition app
• Healthcare Concierge Service

Requirements

Qualifications & Requirements

• Minimum of 3 years of experience as an Administrative Assistant, preferably in healthcare or facility management.
• High school diploma or equivalent required; Associate’s or Bachelor’s Degree preferred.
• Strong time management skills and the ability to multi-task effectively.
• Proficiency in Microsoft Office, Outlook, virtual meeting platforms, and scheduling software.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise discretion.
• Strong organizational skills with attention to detail.