Administrative Business Associate – Engineering| Full-Time | Days

Administrative Business Associate – Engineering | Full-Time | Days

In this role, the Administrative Business Associate provides shared support to multiple leaders, improving efficiency across administrative functions and project coordination activities that support daily engineering operations. By managing competing priorities, screening information, and anticipating needs, you will help leaders make timely, informed decisions. You will bring an understanding of hospital and departmental goals, along with a proactive mindset and a willingness to embrace new and emerging technologies to enhance processes and workflows.

Key Responsibilities include:

• Screen and direct telephone calls, mail, visitors, and inquiries.

• Manage calendars, coordinate meetings, conferences, and appointments, and ensure efficient use of leaders' time.

• Coordinate activities and resources for departmental projects and daily operations, including preparing meeting agendas, tracking project plans, contacting vendors and contractors, and following up on outstanding items.

• Maintain spreadsheets, process invoices, obtain purchase orders for service and capital projects, and coordinate monthly utility billing and payments (water, electricity, and steam) with the Finance Department.

• Coordinate testing and inspection of compliance activities with vendors and maintain all associated documentation and records.

• Support meetings and special events by preparing materials, taking meeting minutes, and distributing summaries and follow-up items.

• Prepare professional correspondence, reports, presentations, and other documents using Microsoft Word, Excel, PowerPoint, and Outlook.

• Utilize technology to streamline administrative, clerical, and document management processes.

If you thrive in a collaborative environment, enjoy balancing multiple priorities, and take pride in serving as a trusted partner to leadership. This is an exciting opportunity to make a meaningful impact.

This is a full-time day shift position located at Gracie Square Hospital.

Preferred Criteria

• Demonstrated project management experience, including managing timelines, preparing agendas, coordinating stakeholders, and tracking deliverables.

Required Criteria

• High School Diploma or equivalent.

• 1–3 years of administrative experience, preferably supporting one or more leaders.

• Demonstrated ability to build strong partnerships with leadership and establish effective working relationships.

• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

• Excellent written, verbal, and interpersonal communication skills.