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.

　　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 on department scorecard.

　　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

　　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 required or additional four years of experience (in addition to the minimum experience requirements listed below) required 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/AKNOWLEDGE, 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* NoTRAVEL**

　　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 is one of the nation’s leading health systems and academic medical centers. Houston Methodist consists of eight hospitals: Houston Methodist Hospital, its flagship academic hospital in the heart of the Texas Medical Center, and seven community hospitals throughout the greater Houston area. Houston Methodist also includes an academic institute, a comprehensive residency program, a global business division, numerous physician practices and several free-standing emergency rooms and outpatient facilities. Overall, Houston Methodist employs more than 27,000 employees and is supported by a wide variety of business functions that operate at the system level to help enable clinical departments to provide high quality patient care.

　　Houston Methodist is an equal opportunity employer inclusive of women, minorities, disabled persons and veterans.

　　Equal Employment Opportunity

　　Houston Methodist is an Equal Opportunity Employer.

　　Equal employment opportunity is a sound and just concept to which Houston Methodist is firmly bound. Houston Methodist will not engage in discrimination against or harassment of any person employed or seeking employment with Houston Methodist on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran or other characteristics protected by law. VEVRAA Federal Contractor – priority referral Protected Veterans requested.

　　Houston Methodist is an Equal Opportunity Employer.

　　Equal employment opportunity is a sound and just concept to which Houston Methodist is firmly bound. Houston Methodist will not engage in discrimination against or harassment of any person employed or seeking employment with Houston Methodist on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran or other characteristics protected by law. VEVRAA Federal Contractor – priority referral Protected Veterans requested.