FULL TIME ADMINISTRATIVE ASSISTANT - Facilities Management

Middlesex Hospital Alliance
Posting #027-2024
FULL TIME ADMINISTRATIVE ASSISTANT
FACILITIES MANAGEMENT
Job Duties

• Administers building security systems, identification badging, and access control.
• Administrates the access control database for security purposes. Monitoring and capturing surveillance videos as requested
• Handle requisitions for purchasing materials
• Assist with tracking expenditure costs
• Manage phone calls, emails, and digital correspondence
• Administer the computerized Maintenance Management System (JIRA)
• Operate and maintain office equipment
• Prepare and review reports and memorandums
• Maintain policies and procedures for various departments
• Manage physical and digital filing systems
• Create wayfinding signage and maintain standards
• Publish signage, posters, and banners as requested
• Develop schedules and coordinate interviews
• Assists IT Manager with scanning/filing/coding of monthly invoices as well as other items to be determined (approx. 10 hrs/month)
• Assists Lab manager with monthly reports, learning modules, scanning/filing documents etc. (approx. 10 hrs/month)
• Research and compile information for reports and presentations
• Prepare KPI reports
• Arrange meetings and room bookings
• Monday to Friday 8:00 am to 4:00 pm with flexibility for attending evening meetings.

Job Qualifications:

• Must provide vaccination records or proof of immunity against measles, mumps rubella and varicella (chicken pox) and documented proof of 2 Covid 19 vaccinations
• Must provide documentation of the Tuberculosis skin testing within the previous 12 months
• Diploma in Office Administration
• Minimum Five years working within a busy multi departmental organization
• Proficiency in excel, PowerPoint, graphic design
• Above average organizational skills
• Excellent communication skills
• Focused on customer service
• Demonstrated ability to apply technical problem solving skills and methodology
• Self starter, self motivated; able to work with minimal supervision
• Demonstrated team player
• Demonstrated excellence in attendance
• Above average computer skills are essential
• Understanding of, and attention to the use of good body mechanics

Possess a valid Class G driver’s license
\*The MHA is a FRAGRANCE FREE environment\*
Accommodations are available on request for interviews and other selection processes\*
Qualified individuals interested in this opportunity may submit a resume using an online form. Internal candidates are asked to apply no later than March 1, 2024
This will remain posted until position is filled.
We are committed to providing a safe, healthy and inclusive work environment that inspires respect. MHA is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous people, persons with disabilities, and LGBTQ2+ persons. We are committed to providing persons with disabilities equal opportunities and standards of goods and services.
Only applicants selected for an interview will be contacted. Successful candidates, as a condition of job offer, would be required to provide a satisfactory vulnerable sector police check (original document) completed in the last 12 months prior to commencing employment.

Job Type: Full-time

Work Location: In person