Facilities Administrative Specialist

Position Title: Facilities Administrative Specialist

Classification: Non-exempt
Department: Facilities

Reports To: Facilities Manager

POSITION SUMMARY:

The Facilities Administrative Specialist will be responsible for maintaining daily reports and assisting with a variety of support in  the facility. This role provides essential administrative support across several departments, including Safety, Security, Capital Projects, Plant Operations, Groundskeeping, Environmental Services/Laundry, Procurement Services/Mailroom, and PBX/Communications. Provides ongoing support to the Manager of Facilities and the leadership team to help ensure that all departments function smoothly.

This role may also assist to  ensure that patients, their families, and hospital staff receive efficient, courteous, and professional telecommunications services. Assists in the management of the hospital's switchboard, directing calls to appropriate departments while maintaining a friendly and helpful demeanor. Additionally, coordinates  emergency responses by adhering to established protocols and security regulations.

Your commitment to providing high-quality, comprehensive, and innovative inpatient and outpatient rehabilitation services will be essential to your success in this role.

Wage Range: $17.78/hour - $26.67/hour.  The actual wage is dependent on the applicant's relevant experience and qualifications for this position. The wage range for this position may be subject to change in the future depending on a variety of factors such as market conditions, business needs, legal developments, and other appropriate factors.

REQUIRED QUALIFICATIONS:
 

PREFERRED QUALIFICATIONS:

CORE VALUES

Our team models REHAB’s core values H.E.A.R.T. in daily actions.  Honesty – Speak and act with truth and respect.  Engagement – Embrace and commit to our mission, vision and values.  Aloha – Serve others with a spirit of kindness and compassion.  Resilience – Rebound and recover with a sense of urgency.  Teamwork – Work together for success.

ESSENTIAL JOB FUNCTIONS

• Manages the Facilities Work Order request program.

• Prints pending department work requests, prioritizes, organizes and schedules incoming assignments to assure timely completion. Closes work requests when completed. Follow up with assigned staff on the status of open work order requests.

• Tracks, graphs and trends number of work hours by individual Plant Operations staff and provides monthly reports of completed and outstanding work orders to Facilities leadership team.

• Generates monthly utilities usage spreadsheets.

• Coordinates vendor services.

• Assists in the preparation and monitoring of departmental budgets, facilitates the processing of invoices and purchase orders, and ensures the accurate tracking of operational expenditures.

• Oversees the ordering, stock control, and inventory management of office supplies and facility equipment.

• Uses sound judgment and ensures patient safety.

• Follows and adheres to all organizational and departmental policies and guidelines, code of conduct, and REHAB employee handbook

• Performs other duties as assigned.

PROFESSIONALISM AND COMPLIANCE COMPETENCIES 

Maintain a high level of proficiency in the following REHAB competencies. 

Job Knowledge

Accountability

Communication and interpersonal/relationship building skills 

Adaptability and Problem Solving, Decision Making 

Organization and Project Management

EQUIPMENT, TOOLS, WORK AIDS USED 

Office equipment, including telephone, computer and multifunction devices (MFDs).  Google’s G Suite, report writer and database software.