Facilities & Purchasing Admin. Assistant - Hospice of the Valley

Join Arizona’s largest, most prominent not-for-profit hospice, serving the valley since 1977.

Hospice of the Valley is a national leader in hospice care and has been serving the Phoenix metropolitan area since 1977. A mission-driven, not-for-profit organization, Hospice of the Valley employs compassionate, skilled professionals who are committed to excellence, enjoy teamwork, and contribute daily to our mission and culture of caring. Team members experience a friendly, supportive atmosphere, leadership support, autonomy, flexibility, and the privilege of doing meaningful, rewarding work.

Benefits:

• Supportive work environment with a culture of caring for patients and one another.
• Competitive wages and excellent benefit program.
• Generous Paid Time Off.
• Flexible schedules for work/life balance.

Position Profile

Provides exceptional service while providing administrative support to the Purchasing and Facility managers. Cross trains to department roles to provide support and perform functions that contribute to the overall efficient operations of the Facilities and Purchasing departments.

Responsibilities

• Establishes and maintains positive customer relationships.
• Gives undivided attention and listens carefully to obtain complete and accurate information.
• Responds promptly and reliably to requests.
• Provides quality administrative support.
• Develops and maintains files, spreadsheets, task lists to track and benchmark data.
• Research information and obtains pertinent facts and data to resolve issues. Analyzes information and reports discrepancies to supervisor.
• Researches, completes, and tracks energy rebate.
• Collects timecards, PTO requests and mileage reports; ensures accuracy and completeness. Follows up with staff as needed to obtain necessary information. Helps maintain the department calendar; assists with coordinating coverage during staff absence, augments facilities and purchasing team duties as required.
• Produces meeting minutes and general correspondence. Documents department procedures. Follows up on action items.
• Schedules appointments, training sessions and organizes and arranges meetings, including notifying attendees, reserving rooms, and preparing agenda.
• Assures accurate expenditure coding.
• Verifies that services were rendered at anticipated/contracted rate. Contact vendors or customers when needed to obtain additional information.
• Codes invoices accurately and timely to ensure accurate expense allocation and prompt payment.
• Notifies supervisor immediately of significant discrepancies.
• Tracks construction project expenses.
• Maintains and enhances professional skills.
• Adheres to high standards of personal and professional conduct.

Minimum Qualifications

• Minimum of three years of administrative support experience.
• Working knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
• Must have and maintain a valid Arizona driver’s license, maintain automobile insurance coverage.

Hospice of the Valley is an equal employment opportunity employer. EOE/M/F/D/V

PI253912369