Associate, Facilities & Office Services

Chicago, IL

Position Purpose

Consider joining the talented staff at HIMSS as our Associate, Facilities & Office Services as we transform health through information technology. The person in this position will provide general office operations and resources, including mailroom operations, office supply management, telephone, facilities and support services.  Serves as receptionist and acts as ambassador as the first person someone speaks with, this person creates a member or caller's first impression of HIMSS and our services.

Primary Accountabilities

  • Coordinate general office operations and resources, including equipment, facility, and support services, and maintain the upkeep of general office records and filing systems.
  • Greet visitors to HIMSS offices and direct them to person(s) they wish to meet. Maintain sign-in system. Develop and maintain a front desk procedures manual and HIMSS resource guide for temporary help reference. Initiate conversation with visitors asking for general membership information to learn about their needs.
  • Operate multiple line telephone and voice mail system.Receive all incoming calls and either handle caller or connect them to the appropriate staff member.Retrieve voice mail messages daily, and either handle request or route calls to the appropriate staff person.
  • Receive and distribute incoming mail, packages, and faxes to appropriate staff member daily.Receive deliveries, and notify arrival for proper routing and storage.Arrange outgoing messenger delivery services.Track postage meter, messenger, overnight delivery, and UPS shipping usage and prepare monthly reports by project/cost center.
  • Develop and maintain written general office policies and procedures, including supply orders, shipping and mailing guidelines, and office equipment resource list.
  • Respond to and resolve requests from staff on facilities issues such as temperature problems, light bulb replacements, keys and minor repairs.Order nameplates and ensure new employees work space is presentable and that they have basic office supplies.Assist with resolving other facilities issues as requested.Update space plan and maintain list with employee names keeping an up-to-date listing of locations of all employees.
  • Maintain paper folder, paper binder, mailing equipment and other office equipment.Coordinate staff training on equipment, and assist with problem solving.Coordinate scheduled service maintenance, repairs, and supplies with the IS Department.
  • Conduct a regular formal inventory of materials in all HIMSS supply and storage areas, including HIMSS publications, membership and inquiry packet informational brochures, mailing materials (HIMSS envelopes, express delivery envelopes and labels), copier and printer supplies, and office supplies.
  • Assist manager in tracking employees’ seating assignments and maintaining seating assignments in the office space management system.
  • Perform routine clerical and typing duties of some diversity, requiring the application of various standard procedures and the preparation or use of several types of forms, reports or records.Activities may include filing, data entry, stuffing envelopes, faxing, and other duties as needed for staff and membership support.

Required Qualifications

  • High School diploma or GED.Associates degree preferred.
  • Two (2) years of experience in a customer service field is required; prior experience as a receptionist is desirable.
  • Ergonomics certification is a plus.
  • Knowledgeable of operations or office services a plus.
  • Demonstrable experience with personal computers (PC preferred) and mastery of Microsoft Office applications.


Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabilities.