Administrative Associate, Facilities

* Manages calendars and schedules meetings for department leaders and other staff.
* Screens and routes incoming calls and correspondence.
* Prepares, edits, and formats documents, reports, and presentations.
* Maintains organized filing systems and accurate records.
* Orders and tracks office supplies and equipment.
* Monitor and restock copier paper and breakroom supplies; coordinate service requests for office equipment.
* Provide administrative support for leadership and facilities teams, including special assignments and document preparation.
* Assists with onboarding and orientation of new staff members.
* Supports departmental projects and process improvement initiatives.
* Tracks and processes invoices, reimbursements, and expense reports.
* Maintains departmental databases and logs.
* Ensures compliance with internal policies and procedures.
* Assists Senior Mailroom Coordinator in managing mail and delivery operations, including processing U.S. and campus mail, receiving and logging bulk mail, Fed Ex, and UPS shipments, and maintaining accurate email notification lists for Dell Med faculty, staff, affiliates, and building occupants to ensure timely communication.
* Assists with processing financial and administrative transactions for the Facilities team, including purchase orders, payment requests, official occasion requests, and Pro Card reconciliations, in accordance with institutional policies and as directed.
* Drafts and distributes internal communications and announcements.
* Coordinates logistics for meetings, trainings, and events.
* Acts as a liaison between departments and external stakeholders.
* Responds to routine inquiries and information requests.
* Maintains confidentiality of sensitive and protected information.
* Greet and direct visitors; validate parking and ensure professional front-desk experience.
* Assist with scheduling and logistics for internal events, including catering arrangements, ensuring compliance with institutional guidelines.
* Identifies opportunities to streamline administrative processes.
* Participates in team huddles, feedback sessions, and improvement projects.
* Assists with implementation of new tools, systems, or workflows.
* Provides input on administrative procedures and best practices.
* Supports training and development initiatives for staff.
* Maintain knowledge of emergency protocols and provide administrative support for safety and evacuation drills.
* High School Diploma/GED
* At least 4 year(s) of experience in administrative or clerical experience in healthcare, academic, or business setting.
* Associate's Degree in Business Administration, Healthcare Administration, or a related field.
* At least 5 year(s) of experience in administrative experience in a healthcare environment
* Certified Administrative Professional (CAP)
* Completion of HIPAA training or certification
* Bilingual in English and Spanish; ability to communicate effectively in both languages.
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