Senior Administrative Assistant

1 month ago

Houston, United States Houston Methodist Full time
Overview

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.

Houston Methodist Standard

PATIENT AGE GROUP(S) AND POPULATION(S) SERVED
Refer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.
HOUSTON METHODIST EXPERIENCE EXPECTATIONS
  • Provide personalized care and service by consistently demonstrating our I CARE values:
    • INTEGRITY: We are honest and ethical in all we say and do.
    • COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
    • ACCOUNTABILITY: We hold ourselves accountable for all our actions.
    • RESPECT: We treat every individual as a person of worth, dignity, and value.
    • EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.
  • Practices the Caring and Serving Model
  • Delivers personalized service using HM Service Standards
  • Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)
  • Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience.
  • Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job
  • Displays cultural humility, diversity, equity and inclusion principles
  • Actively supports the organization's vision, fulfills the mission and abides by the I CARE values
Responsibilities

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.

Qualifications

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
License/Certification

LICENSES AND CERTIFICATIONS - REQUIRED
  • N/A
KSA/ Supplemental Data

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 Willowbrook Hospital opened in December 2000 to serve the comprehensive health care needs of the growing community in Northwest Houston. The 310 bed hospital has 23 operating rooms, and more than 2,100 employees. Houston Methodist Willowbrook Hospital has been named a Magnet recognized health care facility by the American Nurses Credentialing Center's (ANCC) Magnet Recognition Program®. Houston Methodist Willowbrook Hospital is Northwest Houston's regional leader in robotic minimally-invasive surgeries and specializes in cardiology and cardiovascular services, neurology, neurosurgery, orthopedics and sports medicine, and comprehensive cancer services. Houston Methodist Willowbrook Hospital has a Breast Care Center, Cancer Center, Imaging Center, Infusion Center, Sleep Center, Surgical Weight Loss Center and operates the largest Childbirth Center in the greater Northwest Houston area.

  • Administrative Assistant

    1 month ago

    Houston, United States Belmont Village Senior Living Full time

    **Belmont Village Senior Living Corporate Office (Houston) -** **Full Time Administrative Assistant** Position is in-person Monday through Friday based in our Houston Corporate Office. Must have demonstrated MS Excel skills, work with a high level of professionalism, and have strong organizational skills. Supports the Operations Department for a successful...

  • Senior Administrative Assistant

    2 weeks ago

    Houston, United States San Jacinto College Full time

    Senior Administrative Assistant - North Campus FUNCTION: The function of the Senior Administrative Assistant is to provide overall administrative support to the office of Student Engagement and Support. Essential Job Functions: Provides administrative support directly to the Coordinator, Student Engagement and Support. Maintains all department budgets lines,...

  • Senior Administrative Assistant

    1 week ago

    Houston, United States San Jacinto College Full time

    Senior Administrative Assistant - North Campus FUNCTION: The function of the Senior Administrative Assistant is to provide overall administrative support to the office of Student Engagement and Support. Essential Job Functions: Provides administrative support directly to the Coordinator, Student Engagement and Support. Maintains all department budgets lines,...

  • Senior Administrative Assistant

    3 weeks ago

    Houston, Texas, United States MD Anderson Cancer Center Full time

    The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.The primary purpose of the Sr....

  • Senior Administrative Assistant

    1 week ago

    Houston, Texas, United States MD Anderson Cancer Center Full time

    The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.The primary purpose of the Sr....

  • Sales Assistant

    2 weeks ago

    Houston, United States Ella Springs Senior Living Community Full time

    Seeking a Multi-Talented Sales Assistant & Office Administrator for Houston's Top-Rated Senior Living Community! **Ella Springs Senior Living Community**, renowned as Houston's leading Assisted Living & Memory Care facility, seeks a **highly organized and detail-oriented individual** to join our vibrant team as a Sales Assistant & Office...

  • Senior Administrative Assistant

    3 weeks ago

    Houston, Texas, United States CenterPoint Energy Full time

    CenterPoint Energy and its predecessor companies have been in business for more than 150 years. Our Vision: Our vision is to become the most admired utility in the United States through the execution of our long-term growth strategy. We have an unwavering commitment to safely and reliably deliver electricity and natural gas to millions of people. Our...

  • Administrative Assistant

    4 days ago

    Houston, United States HJ Staffing Full time

    **About the Administrative Assistant position**: We are looking for a reliable Administrative Assistant who will undertake a broad set of administrative and clerical tasks, such as providing support to our managers and employees, assisting in daily office needs and managing our company's general administrative activities, particularly making travel and...

  • Assistant Nursing Home Administrator

    2 weeks ago

    Houston, United States Eagle's Trace by Erickson Senior Living Full time

    **Location**: Eagle's Trace by Erickson Senior Living Eagle’s Trace is a beautiful 70-acre continuing care retirement community located just minutes from the metroplex in West Houston, Texas. We’re part of a growing network of communities developed and managed by Erickson Senior Living, a national provider of senior living and health care with campuses...

  • Administrative Assistant

    2 days ago

    Houston, United States Amerapex Corporation Full time

    Job DescriptionJob DescriptionJob Description:The Administrative Assistant will provide high-level administrative support to the Director and senior staff.Principle Duties and Responsibilities:Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.Performs clerical and administrative tasks,...

  • Senior Executive Administrative Assistant

    1 month ago

    Houston, United States Zions Bancorporation Full time

    Hiring two Senior Executive Assistants to support the growing Zions Capital Markets team. One position will be based in Houston, TX and one position will be based in Charlotte, NC. Essential Functions: Provide experienced administrative support to Zi Capital Markets, Administrative Assistant, Executive, Administrative, Senior, Assistant, Technology

  • Executive Administrative Assistant

    1 month ago

    Houston, United States First Service Corporation Full time

    The Executive Assistant is responsible for providing a variety of administrative office support including, but not limited to, the list below. POSITION RESPONSIBILITIES: - Provide administrative assistance to the Senior Vice President including, but Administrative Assistant, Executive, Administrative, Assistant, Vice President, Operations, Property...

  • Administrative Assistant

    1 day ago

    Houston, United States QC Laboratories, Inc. Full time

    **Responsibilities** - Answer and direct phone calls - Assist in the preparation of regularly scheduled reports - Perform Data Entry - Perform Dispatch Duties - Act as the point of contact for clients and field staff - Handle requests and queries from senior managers and project managers **Skills** - Experience as an administrative assistant or office admin...

  • Administrative Assistant

    1 week ago

    Houston, United States AmeriTech Staffing, Inc. Full time

    Job DescriptionJob DescriptionAdministrative Assistant – Fabrication company located in Northwest Houston Seeking a professional and qualified Administrative Assistant. The ideal candidate will be a team player with a great attitude, excellent communication skills, be courteous and professional, and willing to train/be coachable. We are looking to fill...

  • Administrative Assistant

    3 weeks ago

    Houston, United States AmeriTech Staffing, Inc. Full time

    Job DescriptionJob DescriptionAdministrative Assistant – Fabrication company located in Northwest Houston Seeking a professional and qualified Administrative Assistant. The ideal candidate will be a team player with a great attitude, excellent communication skills, be courteous and professional, and willing to train/be coachable. We are looking to fill...

  • Administrative Assistant

    1 month ago

    Houston, United States Jambrina CPA Full time

    We are looking for an Administrative Assistant to perform a variety of administrative tasks and support our company’s senior-level managers. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing...

  • Administrative Assistant

    2 weeks ago

    Houston, United States Aries Freight Systems Lp Full time

    **General Responsibilities**: The Administrative Assistant in this role will have the responsibility of possessing exceptional time management, organizational, and multi-tasking skills as well as superb communication and people skills. Support senior-level management and is a detail-oriented team player who has excellent problem-solving skills and can build...

  • Executive Administrative Assistant

    2 months ago

    Houston, United States Pinnacle Clinical Research, LLC Full time

    Summary: Provides multi-faceted administrative support and assistance to ensure effective use of senior leadership's time and productive interactions with staff and the key stakeholders. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages the senior...

  • Executive Administrative Assistant

    2 months ago

    Houston, United States Pinnacle Clinical Research, LLC Full time

    Summary: Provides multi-faceted administrative support and assistance to ensure effective use of senior leadership's time and productive interactions with staff and the key stakeholders. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages the senior...

  • Executive Administrative Assistant

    2 months ago

    Houston, United States Pinnacle Clinical Research, LLC Full time

    Summary: Provides multi-faceted administrative support and assistance to ensure effective use of senior leadership's time and productive interactions with staff and the key stakeholders. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages the senior...