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Department Assistant

Location: Traverse City
Status (FT/PT): Full-Time
Shift: Day shift
Req ID: 56694



Associates degree in office administration, business systems, secretarial science or related field preferred.  In lieu of associate degree, consideration will be given for high school graduate plus minimum 4 years of office experience.

Experience in construction, pre-construction process, construction

Experience working under varied deadlines and properly prioritizing work to meet those deadlines. Experience working under changing circumstances with multiple interruptions.

Ability to work with a team and individually to develop, improve and implement departmental processes and procedures.

Demonstrated ability to provide excellent customer service and interact in a team-oriented environment.

Experience with standard computer applications including intermediate to advanced knowledge of Microsoft Office Suite (Word, Excel, One Note, Outlook, Power-Point). 

Experience with Microsoft Project and Procore project management software is preferred.

Demonstrated ability to always maintain a high degree of confidentiality and professionalism.

Strong interpersonal, written, and verbal communication skills. Ability to communicate verbally in clear, articulate manner.

Excellent grammar, spelling, formatting and punctuation skills, along with the ability to compose written communications and reports from general directions without supervision


This position reports to the Manager of Facilities Construction and will receive direction from other Facilities staff including the Vice President of Facilities and System Director of Facility Construction and Design.

No managerial or supervisory responsibility.

Works as a vital member of the Plant Engineering - Facilities Department and as such needs to work well as a team player.


Cares for patients in the age category(s) checked below:

     Neonatal (birth-1 mo)                                  Young adult (18 yr-25 yrs)

     Infant (1 mo-1 yr)                                          Adult (26 yrs-54 yrs)

     Early childhood (1 yr-5 yrs)                         Sr. Adult (55 yrs-64 yrs)

     Late childhood (6 yrs-12 yrs)                      Geriatric (65 yrs & above)

     Adolescence (13 yrs-17 yrs)                       All ages (birth & above)

 X    No direct clinical contact with patients



  1. Supports the Mission, Vision, and Values of Munson Healthcare
  2. Embraces and supports the Performance Improvement philosophy of Munson Healthcare.
  3. Promotes personal and patient safety.
  4. Always uses effective customer service/interpersonal skills.
  5. Provides exceptional customer service to employees, vendors, management, and other internal/external customers.
  6. Promptly and professionally responds to questions, communications, telephone calls, etc. directing inquiries to appropriate departments and individuals.
  7. Prepares correspondence and meeting minutes for Facilities staff as requested.
  8. Maintains a neat and orderly work area.
  9. Acts as system resource for Procore Data tracking (Project Management Software)
  10. Maintains Project correspondence, transmittals, permits (in house and external), Insurance Certificates, Bonding, Budget Reports
  11. Maintains tracking log for in-house and external permits.
  12. Facilitates Notice of Commencement process
  13. Logs and distributes Construction Contracts, Change Orders, Notices, Waivers
  14. Coordinates the invoice process for construction contracts (approvals, accounts payable, Procore entry, filing)
  15. Coordinates the invoice process for grant funded projects (work with Corp Finance & Grant Specialist)
  16. Coordinates the estimate request process (distribute, file, tracking log) May procure and identify scope for small scale projects.
  17. May assist Project Manager on small scale projects.
  18. Runs reports from McKesson e-requisition and Procore project management systems as needed.
  19. Coordinates project close-out process (documentation, training, O & M manuals)
  20. Logs and facilitates construction related work and hospital room refresh and updating.
  21. Coordinates project number assignment and tracking with Accounting
  22. This position may assist with the invoice approval path procuring appropriate signatures and processing to accounts payable.
  23. Supports management for Kronos timekeeping system including timecard entry, PTO calendar.
  24. Coordinates scheduling of meetings, appointments, room reservations, food orders and events.
  25. Assists with mailings and copy jobs as needed.
  26. Assists with internal Customer Satisfaction Surveys, including follow up on issues that may be identified.
  27. Drafts and processes Check Requests for permits and certifications.
  28. Utilizes McKesson e-requisition system to create & track purchase orders, payments, etc.
  29. Utilizes AIMS CMMS System for data entry, reports, troubleshooting.
  30. Maintains Org Chart for Facilities Division
  31. Maintains supplier / contractor list for Facilities.
  32. Update and maintain process mapping for Facilities.
  33. Performs other duties and responsibilities as assigned. May serve as assistant to the Vice President of Support Services.
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