Administrative Assistant, Facilities

Pay: $27.47 per hour, $50,000 annual salary

Hours: 35 hr work week, Non-Exempt

Schedule: Full Time, 5-day work week, Monday-Friday

Location: Trenton, New Jersey

Benefits:

-Medical , Vision & Dental

-HSA, HRA & FSA Accounts

-401k w/ a Generous Employer Match!

-Medical Discounts

-AD&D & LTD Plans Paid 100%

-Life Insurance

-Tuition Reimbursement

-PTO Time

-Holidays Off with Pay

-Student Loan Forgiveness

-Mileage Reimbursement

-NJ Family & Medical Leave

-Flexible Schedule & Hours

-Career Development

-Supportive Work Culture

-Paid Training!

JOB DESCRIPTION:

JOB REQUIREMENTS:

Minimum Education: High School Diploma/GED required.

Minimum Work Experience: One to three (1-3) years of related experience required.

Other Requirements: Valid driver’s license. Reliable transportation to travel throughout the service area.

JOB SUMMARY

Under the supervision of the Vice President of Facilities, the Administrative Assistant will provide day-to-day support to ensure all aspects of our facilities are maintained at the highest standards to support our business operations. This role requires problem-solving, and communication skills.  They will be responsible for ensuring the logistics and assigned administrative tasks of the Facilities Department.

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position. The Administrative Assistant of Facilities performs a wide range of duties, including, but not limited to the following:

1. Familiarization with all sites leased and owned by Planned Parenthood of Northern, Central, and Southern New Jersey (PPNCSNJ).

2. Maintains compliance with annual Inspections for all sites including but not limited to scheduling annual testing, meet vendors on-site, and reporting.

3. Works closely with necessary parties to ensure all centers are in compliance.

4. Reviews and edits the Facilities Work Plan. Arranges to have a monthly review with the Facilities Team.

5. Manages Facility vendor contracts, meets vendors on-site when necessary.

6. Manages the ticket system for Facilities. This will include working with the Vice President of Facilities to ensure that all requests get answered in a timely manner.

7. Assists Finance in approving facility related invoices using Concur and in submitting a monthly expense report. 8. Purchases items for health center directors or the facilities team when needed.

9. Manages company owned vehicles i.e., auto insurance, memberships and accident reporting.

10. Assists the Facility department in Affiliate’s annual reporting.

11. Serves as a role model for staff in quality of work, competence, standards of behavior, initiative, teamwork, and compliance with affiliate policies.

12. Ensures achievement of organization’s goals, vision and mission.

13. Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

14. Complies with OSHA standards for safe working conditions.

15. Demonstrates commitment to established Workplace Values: Trustworthy; Effective Communication; Respectful; Supportive; Collaborative; Excellence. Practices behaviors that effectively demonstrate the Affiliate’s Workplace Values and supports goal to co-create a great workplace (see Workplace Values document received upon hire).

16. Travels frequently throughout the Affiliate’s service area as required.

17. Performs other duties as assigned in support of mission and as required to ensure delivery of consistent high quality services.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:

1. Commitment and demonstration of excellent internal and external customer service.

2. Attention to detail; ability to follow processes and procedures from beginning to end.

3. Recognized excellence in interpersonal and relationship-building, and project management skills.

4. Ability to work collaboratively with staff throughout the agency to effect change.

5. Operational and organizational skills; ability to balance priorities, make effective decisions, and contribute as a team player within the organization.

6. Demonstrated project management skills, including excellent follow through for multiple projects at multiple locations.

7. Excellent written and verbal communication skills. Able to communicate information in an organized and clear manner.

8. Able to demonstrate behaviors that represent the Affiliate’s Workplace Values.

9. Able to maintain and demonstrate strict confidentiality of all information.

10. Entrepreneurial spirit, intellectual curiosity, high energy, positive attitude and diplomatic.

11. Commitment to reflect quality assurance and risk management in daily tasks.

12. Has computer skills and ability to learn/operate software programs.

13. Maintains professional appearance and demonstrates professional attitude at all times.

14. Ability to work flexible schedules and maintain punctual attendance.

15. Able to work under pressure, remain calm, prioritize, and meet deadlines.

16. Ability to relate to diverse communities.

17. Ability to work as part of an interdependent team.

18. Ability to remain open and non-judgmental towards colleagues and customers.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively 1:1 with co-workers, internal and external customers, and outside contractors and vendors.

MATHEMATICAL SKILLS

Ability to work with mathematical concepts such as probability and statistical inference.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING SKILLS

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands/Motor Coordination

Requires hand-eye coordination; finger dexterity, and a combination of sitting, standing, climbing, stooping, balancing, kneeling, reaching, carrying, pushing, pulling, lifting (up to 75 pounds). Must be able to write, type, use telephone and computer systems, and other office equipment.

Work ENVIRONMENT Exposure to routine office conditions as well as adverse environmental conditions such as dust, temperature and noise extremes, etc.   May be exposed to infectious or contagious disease.

This job description is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with this position. While intended to be an accurate reflection of the current job, management reserves the right to review and change this description as needed to maintain business goals and accomplishments. Job descriptions are reviewed periodically.  This job description is not a contract.

NON-DISCRIMINATION STATEMENT/ACKNOWLEDGEMENT:

Planned Parenthood of Northern, Central and Southern New Jersey, Inc. (PPNCSNJ) does not discriminate on the basis of race, color, religion, sex, sexual orientation, national origin, age, marital status, veteran status, citizenship, disability, atypical hereditary cellular blood trait, genetic predisposition or carrier status or any other characteristic protected by applicable law.  PPNCSNJ will make reasonable accommodations in compliance with Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act of 1990; and any subsequent revisions or additions to related law/regulations.

  PPNCSNJ is an Equal Opportunity Employer.