Provides administrative and reporting support for healthcare facility operations. Maintains work order, maintenance, service order, leak, equipment, and recovery plan trackers; compiles status reports and meeting materials; follows up on missing information; tracks deadlines, approvals, purchase orders, and closeout documentation; organizes files and action items; and flags overdue or conflicting information for operations leadership.
Job Summary & Responsibilities
VGS is looking to add an Operations Administrative Assistant to support the company's growth.
The Operations Administrative Assistant provides administrative and reporting support to the Senior Operations Manager for healthcare facility operations. This position helps keep work order trackers, recovery plans, service order records, and routine reports organized and current so that site leadership can focus on execution and resolving issues.
ESSENTIAL DUTIES AND RESPONSIBLITIES:
- Update and organize preventive maintenance, corrective maintenance, service order, leak, kitchen equipment, and recovery plan trackers using information provided by the responsible teams.
- Compile daily and weekly status updates, identify missing information, and follow up with designated staff for updates.
- Assist with preparing morning reports, weekly O&M meeting materials, monthly progress reports, and leadership briefings.
- Track due dates, outstanding actions, and items awaiting scheduling, purchase orders, approvals, or closeout documentation.
- Maintain orderly electronic files, meeting notes, and action item lists.
- Flag conflicting data, overdue items, and gaps in documentation for the Senior Operations Manager’s review.
- Provide additional administrative support during periods of high workload or staff absences.
- Other duties as assigned.
REQUIRED QUALIFICATIONS:
- Strong organizational skills and attention to detail.
- Proficiency with Microsoft Excel, Outlook, Word, and shared electronic files.
- Ability to manage changing priorities and handle confidential business information.
- Clear written communication and the ability to follow up professionally with multiple teams.
- Experience with work order tracking, facilities operations, government contracts, or healthcare facilities is preferred but not required.
PHYSICAL REQUIREMENTS: Physical requirements may include, but are not limited to, lifting, ascending, and descending stairs, climbing, extended sitting or standing, to various degrees. This job will primarily be in an Office Setting.
VGS is an employer who hires in accordance with applicable state and federal law. All qualified applicants will receive consideration for employment in compliance with those laws.
Similar Jobs
Automotive
Build and maintain enterprise OpenShift/Kubernetes platforms across on-premise, bare-metal, virtualized, and hybrid environments. Develop Operators, APIs, developer tooling, and infrastructure automation using Go, Python, Ansible, and IaC. Implement GitOps CI/CD pipelines, observability, automated recovery, service mesh, secrets management, and self-service capabilities. Collaborate with application teams, improve platform reliability and usability, and mentor engineers while promoting software engineering and SRE best practices.
Top Skills:
AnsibleAppdynamicsArgo CdCephDynatraceElkGithub ActionsGitopsGoGrafanaHashicorp VaultHelmInfrastructure As CodeIstioKubernetesKustomizeMachineconfigMavenMultus CniOpenshiftOpenshift Data FoundationOpenshift PipelinesOpenshift VirtualizationOperator Lifecycle ManagerPrometheusPythonSonarqubeSplunkTektonTridentVertex AiVMwareYaml
Consumer Web • Healthtech • Professional Services • Social Impact • Software
Owns Headway’s patient safety triage operations, including SOPs, quality assurance, escalation workflows, clinical product launch readiness, safety reporting, dashboards, vendor management, and incident response. The role coordinates clinical, product, and engineering teams, drives quality improvement initiatives, and builds scalable systems and reporting for clinical leadership and the Board.
Top Skills:
LookerExcelSQL
Consumer Web • Healthtech • Professional Services • Social Impact • Software
Own third-party and vendor contracting, AI-assisted contract review, escalated disputes and regulatory inquiries, corporate insurance administration, and other corporate risk matters. Partner with Procurement, Finance, Customer Experience, and Communications in a fast-growing healthcare technology company. Translate legal risks into actionable guidance, manage complex processes, and resolve sensitive matters with sound judgment and strong cross-functional collaboration.
Top Skills:
Ai ToolingE-Verify
What you need to know about the Charlotte Tech Scene
Ranked among the hottest tech cities in 2024 by CompTIA, Charlotte is quickly cementing its place as a major U.S. tech hub. Home to more than 90,000 tech workers, the city’s ecosystem is primed for continued growth, fueled by billions in annual funding from heavyweights like Microsoft and RevTech Labs, which has created thousands of fintech jobs and made the city a go-to for tech pros looking for their next big opportunity.
Key Facts About Charlotte Tech
- Number of Tech Workers: 90,859; 6.5% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: Lowe’s, Bank of America, TIAA, Microsoft, Honeywell
- Key Industries: Fintech, artificial intelligence, cybersecurity, cloud computing, e-commerce
- Funding Landscape: $3.1 billion in venture capital funding in 2024 (CED)
- Notable Investors: Microsoft, Google, Falfurrias Management Partners, RevTech Labs Foundation
- Research Centers and Universities: University of North Carolina at Charlotte, Northeastern University, North Carolina Research Campus
