Administrative Assistant, Sr/Facilities

Administrative Assistant, Sr/Facilities

McLean seeks a dynamic and self-motivated candidate to coordinate and monitor activities related to the Facilities Department. The selected candidate will become a core member of the Facilities team, integral to daily operations.

Principal Duties and Responsibilities

A strong candidate uses their broad range of skills daily:

Creative problem solving: Recommends, develops, and implements streamlined processes which strengthen coordination between the Facilities team, vendors, and end users.

Time management: Seeks new ways to make recurring tasks easier to schedule and complete.

Strong writing skills: Clearly communicates information about emergency repairs, temporary outages, or scheduled maintenance affecting the campus;

Organization: Finds joy in bringing order to a library of building files.

If you have these skills, find historical buildings fascinating, enjoying working on a campus, and want to contribute to improving a hospital which puts people first in all that they do, you are encouraged to apply. Experience with facilities or construction is not required. Training will be provided.

Other Responsibilities

Working with the Campus Operations and Capital Construction, the Facilities Coordinator will also support the following activities:

• Review and process initial user requests for space; renovations; staff moves; new furniture or equipment.
• Coordinate weekly move requests.
• Maintain records required for Joint Commission/CMS Readiness documentation binders.
• Work with the McLean Automotive team to maintain vehicle registration and maintenance records.
• Review final occupancy turnover checklists with Capital Construction program managers.
• Participate in special projects and other efforts as requested.

Qualifications

Required Education and Work Experience

• High School Diploma or equivalent required. An Associate degree is preferred.

• Minimum of 2 years progressive experience in office-related positions is required. A mix of relevant experience will be accepted in place of this experience.

• Previous customer service and/or facilities experience is helpful but not required.

• Clean driver’s license.

Required Skills

• Software fluency with multiple Microsoft Office products and other software applications.
• Superb organizational skills and the ability to shift gears quickly between efforts.
• Effective verbal, written, and electronic communication skills using the English language required.
• Must be able to perform arithmetic calculations at level generally acquired through a middle school education.
• Work independently and contribute as a member of the team.
• Prefer the candidate has well-developed interpersonal skills to work with a variety of people both on the team and across McLean’s campuses.
• Ability to accommodate an occasionally variable work schedule to meet department needs (on-call, weekends, emergencies, holidays, etc).
• May be required to use personal phone to complete portions of work assignments using hospital-provided software. May be required to carry an on-call pager.

McLean Hospital is consistently ranked the preeminent freestanding psychiatric hospital in the world by US News and World Report and takes pride in putting people first in all that we do. Since 1811, our fundamental purpose has been to improve the lives of people with mental illness and their families through our mission of clinical care, scientific discovery, professional training, and public education.

Located just outside Boston, Massachusetts, McLean’s tree-filled, suburban campus setting offers a unique therapeutic environment for those in need of psychiatric care. Additional information about McLean Hospital that may help in understanding the institution’s vision and influence can be found at mcleanhospital.org.