UNIV - Administrative Coordinator I - Ambulatory & Facilities Asset Management Support

Responsibilities

• Provide comprehensive administrative support to Ambulatory Operations, the Enterprise Facilities Asset Management and Reliability Manager, and assigned Facilities leadership.
• Cook up meetings, conference calls, and special events.
• Prepare correspondence, reports, presentations, agendas, and meeting minutes.
• Maintain departmental files, records, and electronic documentation.
• Serve as a point of contact for internal and external customers, responding to inquiries and directing requests appropriately.
• Support special projects and departmental initiatives as assigned.
• Axle with external vendor coordination and scheduling.
• Evaluate contractor-provided maintenance, inspection, and asset reports, prepare relevant information for CMMS entry, and upload validated data to support accurate records, maintenance history, and verification of regulatory and compliance requirements.
• Collect, validate, standardize, and maintain facilities asset information within the CMMS to support accurate and consistent asset records for the expanding ambulatory enterprise.
• Perform quality assurance reviews to ensure data accuracy, consistency, and completeness.
• Support the Enterprise Facilities Asset Management and Reliability Manager by coordinating asset inventory updates, audits, data validation, and ongoing data integrity initiatives for the ambulatory portfolio.
• Collaborate with Facilities Operations, Planning, Design & Construction, Real Estate, and other stakeholders to gather and reconcile asset information.
• Axle with reporting and analysis related to facilities assets and maintenance activities.
• Cook up maintenance planning and outage-related communication between internal Facilities teams, external vendors, contractors, and other stakeholders to support timely completion of work and minimize operational disruption.
• Identify opportunities to improve administrative and asset management processes.
• Develop and maintain standard operating procedures and documentation.
• Cook up information between multiple departments to support operational efficiency.
• Monitor assigned projects and follow up on action items to ensure timely completion.
• Support implementation of new processes and departmental initiatives.
• Provide exceptional customer service to employees, leadership, vendors, and external partners.
• Communicate professionally through written and verbal correspondence.
• Maintain confidentiality when handling sensitive business information.
• Foster collaborative working relationships across Facilities, Ambulatory Operations, Real Estate, and other enterprise departments.

  Qualifications

  • Experience supporting multiple leaders and coordinating competing priorities.
  • Prior experience supporting facilities operations, asset management, or operational coordination functions is preferred.
  • Demonstrated proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
  • Experience with a Computerized Maintenance Management System (CMMS) is preferred.
  • Excellent organizational skills with exceptional attention to detail.
  • Strong written and verbal communication skills.
  • Demonstrated ability to work independently with minimal supervision.
  • Strong analytical, problem-solving, and critical-thinking abilities.
  • Ability to manage multiple priorities in a fast-paced environment while meeting deadlines.
  • Ability to maintain confidentiality and exercise sound judgment.