Administrative Assistant: Facilities Management

Bring your heart to CVS Health. Every one of us at CVS Health shares a single, clear purpose: Bringing our heart to every moment of your health. This purpose guides our commitment to deliver enhanced human-centric health care for a rapidly changing world. Anchored in our brand - with heart at its center - our purpose sends a personal message that how we deliver our services is just as important as what we deliver. Our Heart At Work Behaviors support this purpose. We want everyone who works at CVS Health to feel empowered by the role they play in transforming our culture and accelerating our ability to innovate and deliver solutions to make health care more personal, convenient and affordable.

Aetna Better Health of Oklahoma, a CVS Health company, is a trusted health partner in the local Oklahoma communities we serve. We provide a full array of innovative services that enhance overall wellness and improve everyday life for our members. At Aetna Better Health of Oklahoma, we value professional development and career growth. You will work along other colleagues who align on Heart at Work behaviors and bringing your heart to every moment of health. We will support you all the way!

This is a full-time opportunity in Oklahoma. Frequent presence is required in the Oklahoma City office during the startup and to meet ongoing business needs. The anticipated hybrid schedule is Tuesday, Wednesday, and Thursday in OKC office with flexibility to work from home on Monday and Friday. This candidate should have the ability to work outside of core business hours of 8:00 am-5:00 pm.

This position provides administrative support for the Facilities Management function. The ideal candidate will provide administrative support and will assist in ensuring seamless execution of tasks and assignments. This is a fast-paced environment and requires a professional who has initiative and strong judgment; in addition, they should be well-organized, self-directed, efficient, and adaptable with a strong work ethic. This position will be expected to interact professionally with all levels of internal and external personnel, via TEAMS calling, TEAMS Messaging, Outlook email and in-person or video, communications.

• Supports the facility management function for Aetna Better Health of Oklahoma.

• Supports and coordinates facilities management tasks including building maintenance, equipment, and workspace safety and functionality.

• Interfaces with contractors and vendors.

• Maintains / manages calendars, meeting arrangements, and conference calls; resolves scheduling conflicts; arranges travel accommodations; assists with planning and scheduling meetings / special events for staff.

• Screens and responds to incoming TEAMS calls/chats, emails, meeting requests and other forms of communications.

• Handles requests and queries appropriately and in a timely manner dealing with confidential and complex matters.

• Prepares, reviews travel expense reports, purchase orders to process invoices, sets up and manages vendors and ensures timely payment.

• Supports facility logistics for onboarding new hires and hiring processes including, IT requests, MyHr and HEARTBEAT applications.

• Coordinates the efficient office operations by maintaining and utilizing confidential and general shared folders and network drives. Uses Ariba to order and ship supplies to employees and perform all other relevant duties for management

• Provides organizational support on multiple deliverables including, but not limited to, PowerPoint presentation editing and organization charts, Ariba Purchase Orders, Catering and Supplies, Excel and OneNote for database management and reports

• Supports office in-person meetings as needed.

• Assures that all assigned projects are completed in a timely and efficient manner and proactive follow-up is done.

• Performs other duties as assigned and consistently uses good judgement to proactively recommend improvement to processes and procedures.

• Acts as a subject matter expert on systems and processes for managers and employees.

• Independently provide advanced, diversified and confidential administrative support requiring a broad experience, skill and knowledge of organizational operations, policies and practices. Initiates correspondence, resolves inquires, coordinates meeting and travel arrangements.

• Coordinates Manager's time commitments both internally and externally.

• Manages workflow for incoming items to ensure that issues are directed to the appropriate area. Monitors status of delegated items to ensure closure. Work involves confidential business materials.

• Open, reads, organizes, prioritizes and responds to incoming email, or directs it to appropriate area for response. Monitors status to ensure closure.

• Authorized to manage calendars, making all changes independently, for both internal and external time commitments.

• Manages daily calendar to ensure that priorities are accomplished, and unplanned items are address appropriately.

• Organizes and maintains directories, record retention and follow-up on pending items.

• Drafts correspondence for manager's final approval.

• Participates in a backup administrative support system. Works closely with the administrative team.

• Performs facility reception duties. Greets members and visitors per business needs. Escorts visitors if needed.

Required Qualifications

• Must reside in Oklahoma City area.

• 3+ years' administrative support experience

• 3+ years' experience with Microsoft Suite applications including: Teams, Outlook, Word, Excel, PowerPoint, SharePoint, etc.

• 3+ years' experience using personal computer, keyboard navigation, navigating multiple systems and applications.

• Must possess reliable transportation and be willing and able to travel in-state up to 10% of the time. Mileage is reimbursed per our company expense reimbursement policy.

Preferred Qualifications

• Facilities management experience

• Ability to organize and perform multiple tasks in a fast-paced environment

• Strong problem-solving ability, self-starter and ability to work independently

• Flexible and ability to adapt readily to changing circumstances and working with staff in various time zones

• Act as the subject matter expert on numerous systems required in the role

• Strong communication and interpersonal skills

• Detail oriented and organized

• Strong calendar management skills

• Computer literate with the ability to learn new software applications quickly

• Intermediate to advanced level abilities with Microsoft Office

Education

• High School Diploma or G.E.D.

Pay Range

The typical pay range for this role is

$19.52 - $36.78

This pay range represents the base hourly rate or base annual full-time salary for all positions in the job grade within which this position falls. The actual base salary offer will depend on a variety of factors including experience, education, geography and other relevant factors. This position is eligible for a CVS Health bonus, commission or short-term incentive program in addition to the base pay range listed above. In addition to your compensation, enjoy the rewards of an organization that puts our heart into caring for our colleagues and our communities. The Company offers a full range of medical, dental, and vision benefits. Eligible employees may enroll in the Company's 401(k) retirement savings plan, and an Employee Stock Purchase Plan is also available for eligible employees. The Company provides a fully-paid term life insurance plan to eligible employees, and short-term and long term disability benefits. CVS Health also offers numerous well-being programs, education assistance, free development courses, a CVS store discount, and discount programs with participating partners. As for time off, Company employees enjoy Paid Time Off ("PTO") or vacation pay, as well as paid holidays throughout the calendar year. Number of paid holidays, sick time and other time off are provided consistent with relevant state law and Company policies. For more detailed information on available benefits, please visit ~~~/benefits

We anticipate the application window for this opening will close on: 03/08/2024

CVS Health requires certain colleagues to be fully vaccinated against COVID-19 (including any booster shots if required), where allowable under the law, unless they are approved for a reasonable accommodation based on disability, medical condition, religious belief, or other legally recognized reasons that prevents them from being vaccinated.

You are required to have received at least one COVID-19 shot prior to your first day of employment and to provide proof of your vaccination status or apply for a reasonable accommodation within the first 10 days of your employment. Please note that in some states and roles, you may be required to provide proof of full vaccination or an approved reasonable accommodation before you can begin to actively work.

CVS Health is committed to recruiting, hiring, developing, advancing, and retaining individuals with disabilities. As such, we strive to provide equal access to the benefits and privileges of employment, including the provision of a reasonable accommodation to perform essential job functions. CVS Health can provide a request for a reasonable accommodation, including a qualified interpreter, written information in other formats, translation or other services through ~~~ If you have a speech or hearing disability, please call 7-1-1 to utilize Telecommunications Relay Services (TRS). We will make every effort to respond to your request within 48 business hours and do everything we can to work towards a solution.

We are an equal opportunity and affirmative action employer. We do not discriminate in recruiting, hiring, promotion, or any other personnel action based on race, ethnicity, color, national origin, sex/gender, sexual orientation, gender identity or expression, religion, age, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.