Job Description

Description

JOB SUMMARY At Houston Methodist, the Sr Administrative Assistant position is responsible for applying expertise to perform a variety of non-clinical administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing of calendars; preparing documents and presentation materials; processing invoices and reimbursements; composing and/or transcribing correspondence/documents; supporting department projects/activities; creating and maintaining databases, spreadsheets, answering telephones and providing related follow-through. This position demonstrates proficient use of computer hardware and software, telecommunication, and other office equipment and ability to navigate multiple systems simultaneously. The Sr Administrative Assistant is accountable for ensuring accuracy and completeness through attention to detail. This position supports an individual/department or multiple individuals/departments. PRIMARY JOB RESPONSIBILITIES Job responsibilities labeled EF capture those duties that are essential functions of the job. PEOPLE - 25% • Greets customers and responds to general and specific inquiries that require advanced department knowledge and critical thinking skills. Answers and triages customer calls and questions. (EF) • Identifies and anticipates potential customer problems, communicates concerns to appropriate management; addresses issues as instructed, responding professionally at all times, and reports resolutions. (EF) • Role models' healthy work relationships such as mitigation of conflict, leading problem-solving and resolution efforts. Serves as preceptor, mentor, and resource to less experienced staff. Recommends initiatives to improve department scores for employee engagement on department scorecard. (EF) SERVICE - 25% • Manages and prioritizes multiple assignments simultaneously and effectively, e.g. acting as a department liaison between internal and external customers. Ensures that requests are handled in a swift manner to avoid interruption of services (such as patient flow or department/external communication). (EF) • Independently maintains department schedule by coordinating calendars for department personnel, as appropriate, keeping them informed of schedule changes prior to meeting or appointment, arranging meetings, conferences, teleconferences and travel with minimal direction. (EF) • Maintains and updates, when appropriate, department organizational chart, scope of service, department forms, department intranet website and/or policy and procedures. Records meeting discussions by attending meetings and recording key discussions and conclusions. (EF) QUALITY/SAFETY - 25% • Reads, researches and routes correspondence: drafts letters and documents; collects and analyzes information and initiates telecommunications for management/department, as appropriate. Independently collects information and coordinates preparation of reports, maintaining accountability for quality, completeness and accuracy of documents, protecting the integrity and privacy of information. (EF) • Identifies and assesses issues and opportunities for improvement and implements changes following managerial review. Follows up on action items to ensure completion of assignments. (EF) FINANCE - 15% • Independently orders and stocks supplies using sound judgement and fiscal responsibility. Ensures inventories of major supplies are never depleted in area and monitors office equipment, calling for service when needed. Reconciles monthly ordering documents. Accurately prepares appropriate requisitions and obtains signatures and approvals for the purchase requests and orders, contract renewals, or any internal/external services. (EF) • Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members. (EF) GROWTH/INNOVATION - 10% • Promotes individual professional growth and development by meeting requirements for mandatory/continuing education. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management. • Supports department-based and organization goals which contribute to the success of the organization; offers innovative solutions through participation in performance improvement projects and activities. (EF) This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises. EDUCATION REQUIREMENTS • High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.) • Bachelor's degree required or additional four years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree EXPERIENCE REQUIREMENTS • One year experience in administrative support role • Experience with coordination of travel and expense management