Administrative Coordinator - Medical Campus Design and Construction at Inova Health System

, , United States -

Full Time

Start Date

Immediate

Expiry Date

13 Aug, 26

Salary

0.0

Posted On

15 May, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Document Control, Invoice Processing, Budget Tracking, MS Office, Project Management Control System, Financial Reconciliation, Contract Administration, Administrative Support

Industry

Hospitals and Health Care

Description

Inova Fairfax Medical Campus is looking for a dedicated Administrative Coordinator to join our Design and Construction team. This role will be Full-Time, Monday-Friday, 7:30 a.m. – 4:00 p.m. Inova is consistently ranked a national healthcare leader in safety, quality and patient experience. We are also proud to be consistently recognized as a top employer in both the D.C. metro area and the nation. Featured Benefits: * Committed to Team Member Health: offering medical, dental and vision coverage, and a robust team member wellness program. * Retirement: Inova matches the first 5% of eligible contributions – starting on your first day. * Tuition and Student Loan Assistance: offering up to $5,250 per year in education assistance and up to $10,000 for student loans. * Mental Health Support: offering all Inova team members, their spouses/partners, and their children 25 mental health coaching or therapy sessions, per person, per year, at no cost. * Work/Life Balance: offering paid time off, paid parental leave Administrative Coordinator Job Responsibilities: The Administrative Coordinator (Document Controller) coordinates and performs a wide variety of administrative activities to support department functions. Provides secretarial support to directors and managers to facilitate completion of department work. * Starts approval processes in the Project Management Control System (PMCS) software for the Inova Facilities Management Department (IFMD) and Real Estate department. * Receives and processes invoices that are submitted for payment to the IFMD and Real Estate departments. * Provides vendors final approved and signed copies of contracts, proposals and/or purchase orders for the IFMD and Real Estate departments. * Reconciles equipment receiving reports from storage vendors to ensure equipment is received prior to processing invoices. * Assists in managing As-Builts, O&M Manuals, and project closeout for document storage. * Orders, receives, and stores all office supplies to include coffee stations. * Ensures that all office printers and coffee stations are fully stocked and operational. * Provides backup assistance to IFMD staff for other office duties as requested. * Tracks and monitors department budget, researches variances, creates and maintains spreadsheets and creates statistical reports; Prepares and distributes monthly budget reports; Assists in preparation of annual budget proposals. * Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes and ensures data entry of appropriate information * Revises and drafts processes and procedures as needed to support efficient and effective department operations; Designs, formats and edits documents and presentations using intermediate and advanced features of MS Office applications (Word, Excel and Power Point). * May perform additional duties as assigned. Minimum Qualifications: * Education: High School diploma or equivalent * Experience: 1 year of relevant office or healthcare experience Preferred Qualifications: * Knowledge and/or experience with Project Management Control System (PMCS) software, Trimble Unity Construct * Experience with Epic * Knowledge of financial principles and construction processes/operations * eBuilder experience * Accounting knowledge We are Inova, Northern Virginia’s leading nonprofit healthcare provider. Every day, our 26,000+ team members provide world-class healthcare to the communities we serve. Our people are the reason we're a national leader in healthcare safety, quality and patient experience. And from best-in-class facilities to professional development opportunities, we support them at every step. At Inova, we're constantly striving to be ever better — to shape a more compassionate future for healthcare. Inova Health System is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, pregnancy (including childbirth, pregnancy-related conditions and lactation), race, religion, sex, sexual orientation, veteran status, genetic information, or any other characteristics protected by law.

Responsibilities

The Administrative Coordinator provides secretarial and document control support for the Design and Construction team, including managing invoices and contracts. They are also responsible for tracking department budgets, maintaining office supplies, and managing project closeout documentation.