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Office Assistant

3 months ago

Houston, United States My Houston Surgeons PLLC Full time
Job DescriptionJob DescriptionThe Administrative Assistant at a plastic surgery center plays a crucial role in ensuring the smooth operation of the office. This position involves providing comprehensive administrative support to the surgeons, medical staff, and office management. The ideal candidate will be organized, detail-oriented, and possess excellent communication skills.Essential Job Duties & Responsibilities1. Creates and distributes all badging for employees
2. Sandwich day Monday and Thursday (picking up groceries, setting up lunch, and before the next order is placed, doing an inventory on all items we need, place order on HEB website for food and snacks for front)
3. Sam's/Costco orders - plates, cups, sodas, waters, Coffee, utensils, cleaning supplies, etc.
4. Organize Kitchen Duty by week - backup to clean kitchen each day when someone is not here or did not fulfil their kitchen duty.
5. Organize lunches being brought in by reps throughout the weeks (ensure they have enough ordered for all staff, coordinate their arrival, and communicate with staff)
6. Update and maintain the extensions list and keep RingCentral account current with extensions, emails, etc.
7. Update and maintain the org chart for entire MHS
8. Set up each new hire on community portal for nextech training, myfax in their nextech so they can send out faxes when ready, and set up their medtrainers.
9. Check in and follow up on all credentialing items: AAAASF, immunizations, license, DEA's, BLS/ACLS/PALS, etc. so we stay current and are in proper operating order (she keeps files on all MHS OR staff (anyone that enters the OR) and all Anesthesiology staff.
10. When a staff member leaves, has a baby/special event, circulates card to all staff members so it doesn't get lost and also goes to get flowers as needed
11. Errands: bank runs, IT needs, dry cleaning, etc.
12. Troubleshoot IT issues and will get Supervisor involved if she cannot figure it out quickly
13. Organizes and orders all office items (note pads, pens, paper, etc) - Supervisor approves as needed.
14. Sign-In sheet for all meets and scans them for documentation purposes
15. Orders all FIGS for new hires, send them for embroidery, and makes sure they are marked on all new hire company property (Supervisor approves and oversees)
16. Trained as an FOC so will sit up front and assist as needed (if someone calls in, on break, etc.)
17. Scans in documents as needed for multiple leadership staff so we can keep things organized
18. Coordinates with IT when the Practice Manager doesn't need to be involved on smaller issues
19. Price shops all promo items (ice packs, pens, bags, etc. and orders as needed)
20. Sets up for any office holiday things, parties, etc.
21. Orders, picks up, and distributes food at all partner meetings
22. Creates the signatures all employees use and does this on their first day
23. Orders business cards for all staff as needed
24. Manages the manage-ups we get for staff (when one comes in she performs the data entry - I forward all to her on a monthly basis)
25. Assists HR with getting all yearly compliance things signed by all staff members in a timely manner
26. Handles all incoming and outgoing mail as needed
27. Handles all office issues and reports them to building management as needed (Supervisor oversees)
28. Prints and creates all orientation binders for all new hires
29. Organize all employee appreciation items like (scrub tech week - massages and lunch for example)
30. Creates and distributes all badging for employees
31. Order, return, exchange, and embroidery for scrub attire.
32. Transferring all files. Transferring all AAAASF updated files to drive for (OR, nurses, anesthesiologists)
33. New Hire Checklist. Set up med trainer, org chart, ring central, badges, ect
34. Coordinating holidays, baby showers, appreciation week, ect
35. Coordinating lunches with reps
36. IT Assist helping with all computer issues/ipads, ect

Secondary Job Duties & Responsibilities

1. Proactively develops positive employee relations, promotes teamwork and mutual respect.

2. Organize and schedule meetings and appointments to include booking conference rooms, set up of room, computer projection, etc.

3. Produce and distribute communication via email, memos, letters, faxes as directed by supervisor.

4. Assist in the preparation of regulatory scheduled reports, to include updating spreadsheets, pivot tables, etc. and preparing data for presentation.

5. Book Travel arrangements as needed.

6. Handle multiple projects at one time.

7. Handle sensitive information in a highly confidential manner.

8. Reply to email, telephone, or face to face inquiries.

9. Develop and update administrative systems to make them more efficient.

10. Administrative tasks to include filing, scanning, shredding, faxing, copying, mailing, data entry, etc. as needed.

11. Participates in annual competency training sessions as designated by My Houston Surgeons supervisors.

Education / Qualifications / Experience

Any combination of education and experience that would demonstrate a high level of proficiency and advanced understanding of healthcare operations.

  • High School Diploma or GED: A minimum educational requirement.
  • Associate’s or Bachelor’s Degree: Preferably in healthcare administration, business administration, or a related field. This is not always mandatory but can be beneficial.
  • Basic Life Support (BLS) certification may be required.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Core Competencies

  • Excellent interpersonal skills to include maintaining confidentiality, exhibiting objectivity and openness to other’s views
  • Excellent critical thinking, judgement, and decision-making skills
  • Excellent leadership and organizational skills
  • Knowledge of corporate financial law and risk management practices is a must.
  • Customer service orientation and social perceptiveness are a must
  • Detail oriented; demonstrates accuracy and thoroughness while looking for ways to improve & promote quality
  • Ability to communicate effectively (verbal and written) with all team members to include listening, obtaining clarification, and responding appropriately to questions
  • Ability to develop and maintain positive working relationships to promote a team environment
  • Ability to work independently with speed and accuracy
  • Always maintain professional appearance and performance
  • Treats everyone with respect; upholds integrity, ethics, and organizational values
  • Dependable and punctual to work; ensuring work responsibilities are covered when absent.
  • Proficiency in office software (e.g., Microsoft Office Suite, QuickBooks).

Cooperative, positive, courteous, and professional behavior and conduct is an essential function of every position. All employees must be able to work with others beyond giving and receiving instructions. This includes getting along with coworkers, peers, and management without exhibiting behavior extremes. Job functions do require personal leadership skills such as conflict resolution, negotiating, instructing, persuading, speaking with others as well as responding appropriately to job performance feedback from Supervisor(s). Additionally, the information contained in this job description has been designated to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.