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 position is accountable for ensuring accuracy and completeness through attention to detail. This position supports an individual/department or multiple individuals/departments.
PEOPLE ESSENTIAL FUNCTIONS
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.
Identifies and anticipates potential customer problems, communicates concerns to appropriate management; addresses issues as instructed, responding professionally at all times, and reports resolutions.
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.
SERVICE ESSENTIAL FUNCTIONS
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).
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.
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.
QUALITY/SAFETY ESSENTIAL FUNCTIONS
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.
Identifies and assesses issues and opportunities for improvement and implements changes following managerial review. Follows up on action items to ensure completion of assignments.
FINANCE ESSENTIAL FUNCTIONS
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.
Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.
GROWTH/INNOVATION ESSENTIAL FUNCTIONS
Promotes individual professional growth and development by meeting requirements for mandatory/continuing education. Completes and updates My Development plan 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.
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
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 or additional four years of experience (in addition to the minimum experience requirements listed below) in lieu of degree
WORK EXPERIENCE
One year experience in administrative support role
Experience with coordination of travel and expense management
LICENSES AND CERTIFICATIONS - REQUIRED
N/A
KNOWLEDGE, SKILLS, AND ABILITIES
Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
Possesses high-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication
Proficient application of English grammar, punctuation, and sentence structure
Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment
Exhibits initiative, proficiency, and adaptability to optimize the time of those supported
Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism
Demonstrates effective and appropriate decision-making, judgment, and confidentiality as well as attention to detail and follow-through
Demonstrates ability to work alone and with a team
Demonstrates proficient use of computer hardware and software, telecommunication, and other office equipment with the ability to navigate multiple systems simultaneously
Proficient knowledge of Microsoft Office software programs, including Word, Excel, PowerPoint
SUPPLEMENTAL REQUIREMENTS
WORK ATTIRE
Uniform No
Scrubs No
Business professional Yes
Other (department approved) No
ON-CALL*
*Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.
On Call* No
TRAVEL**
Travel specifications may vary by department
May require travel within the Houston Metropolitan area No
May require travel outside Houston Metropolitan area No
Company Profile:
Houston Methodist The Woodlands Hospital opened in June 2017 as the eighth hospital in the Houston Methodist system. This 267-bed, 725,000-square-foot, full-service, acute-care hospital offers many of the same services as our flagship hospital in the Texas Medical Center. Also, on the beautiful hospital campus, located at the intersection of Interstate 45 and Texas State Highway 242, are two medical office buildings, which include a Breast Care Center; Cancer Center; infusion center; heart and vascular services; neurology; orthopedics and sports medicine; rehabilitation services; wellness services; an outpatient laboratory; and several other multispecialty physician practices. In January 2022, Houston Methodist The Woodlands opened Healing Tower - a $250 million expansion project that added 106 beds, focused on medical-surgical and women's services, and provided nine operating rooms. The project also included the expansion of the endoscopy center, emergency department and diagnostic imaging department with an enhanced neurodiagnostic and interventional center.
Houston Methodist is an Equal Opportunity Employer.
