Admin GS Facilitator-DFCI

POSITION SUMMARY:

• Reports to Manager of General Services and Manager of VPNE Parking at DFCI
• Provides general administrative needs to a department that supports all DFCI employees and others who utilize the department’s services (patients, consultants, contractors, volunteers, vendors, trustees, off-site building managers, and occupants of leased space in DFCI locations) , including answering the main department phone line, answering emails, dispatching work orders, assisting employees and others who stop by for IDs, keys, access cards, and parking passes, filing, sorting mail, copying, and data-entry.

• Provides front desk assistance for main department phone line and to all employees and others who come to General Services for assistance with IDs, key requests, access cards, parking and transportation, lock-related repairs, lockers, pagers, and employee resignations
• Monitors Outlook department mailboxes and expedites requests for the following mailboxes:
  • General Services
  • Visitor Parking Requests - updates daily calendar, and contacts requestors when no parking is available or if more information is required
  • General Services Resignation mailbox
  • Inpatient Hospital mailbox
• Sorts department mail and investigates and redirects Institute “mystery” mail in order to forward to appropriate DFCI department
• Sends all daily credit card receipts and settlements to GS Financial Coordinator
• Monitors supply orders delivered to the department, scans packing slip into system and notifies GS Financial Coordinator/Parking Manager of arrivals
• Parking and Transportation
  • Assists employees with the purchase of occasional, off-site, daily parking passes (adhering to maximum passes/month policy) and purchasing additional days to parking debit cards
  • Maintains audit lists of day passes sold to employees
  • Sends weekly debit card requests to MASCO
  • Assists employees who are having difficulty adding themselves to parking waiting lists through PeopleSoft Self-Service
  • Replaces lost parking passes and coordinates information updates with parking vendors
  • Issues monthly shuttle passes to employees
  • Provides assistance to General Services’ Parking Coordinator/Program Manager during absences with employees having parking problems and assists in registering employees for monthly parking
• ID Badge and Security Card Access System
  • Assists employees with access card, locker, lock, and key requests
  • Assists employees with making payments and getting replacements for lost keys and ID badges
  • Maintains ID badge supplies in office for employees who stop by - lanyards, clips, badge reels, emergency cards
  • Replaces lost building access cards and coordinates information updates with building property managers
  • Runs daily reports of employees whose end dates have extended, extends ID badge in badging system
  • Advises employees regarding inquiries on contractor and consultant orientations
• Key Requests
  • Routinely monitors pending Key Requests to ensure timely processing
  • Sends Chestnut Hill key requests to off-site location
  • Utilizes Maintenance Connection to ensure employee signs off on receiving their keys
  • Works with Lock Shop team to resolve issues
• Property Cleanup
  • Keys/Access Cards: pull terminated property from filing cabinet, mark termed in PS, return property
  • Email those who have not picked up property for the month (email every three months)
  • Active Badges & Spare IDs: go through badges, pull terminated badges, terminate/put note in CCURE, shred ID
• Employee Resignations
  • Assists employees coming to General Services with resignation process and with return of Institute property
  • Runs daily reports of terminating employees, notifies employee and/or supervisor of property to return prior to leaving DFCI
• Pagers - Assists employees with pager exchanges, batteries, coordinates with Telecommunications
• Maintains supplies of parking day passes and MBTA and shuttle schedules, brochures, and forms for department display units and files; and advises appropriate person when office supplies need to be re-ordered
• Supports other department staff as needed and contributes to a team environment by assisting customers and covering department responsibilities during absences

• Provides excellent customer service to all workforce members who utilize the department’s services
• Performs other duties and projects as assigned by General Services Manager.

MINIMUM JOB QUALIFICATIONS:

• Associates degree preferred or 0 to 2 years of relevant office and customer service experience may be considered in lieu of degree.

• Excellent computer skills, including proficiency in Microsoft Word, Excel, Access, PowerPoint and Outlook.
• Excellent attention to detail with strong problem-solving and organizational skills.

Benefits:

• Paid weekly
• Medical, Dental, Vision
• 401K with company match
• Discount programs
• Short-term disability
• Accident insurance
• Life insurance

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