Providence St. Joseph Health

Job Information

Providence Administrative Associate in Santa Monica, California


Providence is calling a Administrative Associate for Full-Time Day Shift to Providence Saint John's Health Center in Santa Monica, CA

We are seeking a Administrative Associate who will be responsible for receiving work orders and maintenance requests, coordinating maintenance activity and maintaining the computerized corrective and preventative maintenance systems.

In this position you will:

  • Prioritize work and provides prompt and efficient service

  • Demonstrate competency in selected administrative skills, including but not limited to:

  • Coordinate work flow:log work order requests, input into computer system, distribute work orders, generate work orders upon request and from Environment of Care (EOC) rounds, close completed work orders, track activities and generates reports

  • Coordinate Preventive Maintenance (PM) work flow: assign and distribute PMs to Engineers in computer system, update equipment information, update PM procedures, add new equipment, create PM progress reports, close out completed PMs

  • Order and maintain supplies to meet area needs including, inventory control, proper labeling, receipt, storing and distribution

  • Maintain the cleanliness of work areas as required

  • Assist the Facilities Department with routine, unskilled tasks as required or assigned

  • Support the operation of Facilities, Biomed, Security, Valet Parking, and Transportation departments, the Hospital, as well as CFDC, SMOG, JWCI, MRI, and the Hip and Pelvis Institute

  • Enter requisitions/POS for parts and service on equipment, follows up on outstanding supply orders, part orders, and requisitions, and researches completion of service at the request of Finance and Materials Management

  • Create Check Requests

  • Facilitate adding new vendors to the hospital-approved vendor list

  • Manage and approve employee timecards for Engineering and Biomed departments

  • Act as a liaison between Engineering and customers (hospital employees, vendors, patients)

  • Answer phones, correspond via email, sort and distribute department mail, receive vendors, maintain files and file system.

  • Demonstrate responsibility and accountability for own professional practice in regard to:

  • Attendance, punctuality and patient confidentiality

  • Positive public relation image and working relationships

  • Obtaining necessary knowledge and skill needed to maintain competence and certifications

  • Completing all mandatory requirements, including annual safety programs, CPR, infection control and annual physical

  • Participate in the development and attainment of team, department and hospital goals including:

  • Attending and participating in division meetings

  • Volunteering or accepting assignments for projects

  • Mission, vision and team ground rules


Required qualifications for this position include:

  • Proficient computer skills with automated corrective and preventative maintenance systems

  • Ability to deal effectively with many people across a broad range of cultural backgrounds and ages

  • Ability to work independently with little or no supervision

  • Proficient in P.C. software applications including, Microsoft Word, Excel, PowerPoint, Access, Outlook, etc.

  • Ability to prioritize, organize and coordinate work

  • Ability to work effectively with many people at various levels of the organization

  • Excellent oral and written communication skills

  • Ability to handle multiple tasks and appropriately prioritize

  • Ability to clearly communicate with internal and external customers, including, but not limited to, patients, co-workers, management, physicians, and visitors

  • Ability to maintain patient confidentiality and privacy in accordance to hospital policy

Preferred qualifications for this position include:

  • Bachelor's or Associate's Degree

  • Hospital experience

About the hospital you will serve.

Providence Saint John’s Health Center in Santa Monica, California, is part of Providence Health & Services, an integrated, not-for-profit network of hospitals, care centers, medical clinics, home health services, affiliated services and educational facilities in the western United States. Founded in 1942, Providence Saint John’s Health Center enjoys a reputation for clinical excellence across many disciplines.

The 266-bed health center has a medical staff of more than 900 physicians, 1,800 employees and a host of volunteers who share a commitment to providing quality care for all.

For information on our comprehensive range of benefits, visit:

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Administrative (Non-Clinical)

Location: California-Santa Monica

Req ID: 273348