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Administrative Assistant

2 months ago

Silver Spring, Maryland, United States Houston Methodist Full time
Job Summary

We are seeking a highly skilled and experienced Sr Administrative Assistant to join our team at Houston Methodist. The successful candidate will be responsible for providing administrative support to our department, ensuring the smooth operation of our office and providing exceptional customer service to our patients and staff.

Key Responsibilities
  • Provide administrative support to the department, including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel.
  • Manage calendars, prepare documents and presentation materials, process invoices and reimbursements, and compose and/or transcribe correspondence/documents.
  • Support department projects/activities, create and maintain databases, spreadsheets, and answer telephones and provide related follow-through.
  • Ensure accuracy and completeness through attention to detail and maintain confidentiality of sensitive information.
  • Provide exceptional customer service to patients and staff, responding to general and specific inquiries and resolving issues in a professional and timely manner.
  • Model healthy work relationships, including mitigation of conflict, leading problem-solving and resolution efforts, and serving as a preceptor, mentor, and resource to less experienced staff.
  • Manage and prioritize multiple assignments simultaneously, ensuring that requests are handled in a swift manner to avoid interruption of services.
  • Independently maintain department schedule, coordinate calendars, and arrange meetings, conferences, teleconferences, and travel with minimal direction.
  • Record meeting discussions, maintain and update department organizational chart, scope of service, department forms, department intranet website, and policy and procedures.
  • Read, research, and route correspondence, draft letters and documents, collect and analyze information, and initiate telecommunications for management/department as appropriate.
  • Independently collect information, coordinate preparation of reports, and maintain accountability for quality, completeness, and accuracy of documents, protecting the integrity and privacy of information.
  • Identify and assess issues and opportunities for improvement, implement changes following managerial review, and follow up on action items to ensure completion of assignments.
  • Independently order and stock supplies using sound judgment and fiscal responsibility, ensure inventories of major supplies are never depleted in area, and monitor office equipment, calling for service when needed.
  • Accurately prepare appropriate requisitions and obtain 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, and utilize time efficiently and help other team members.
  • Promote individual professional growth and development by meeting requirements for mandatory/continuing education, complete and update My Development plan on an on-going basis, and ensure own career discussions occur with appropriate management.
  • Support department-based and organization goals which contribute to the success of the organization, offer innovative solutions through participation in performance improvement projects and activities.
Requirements
  • High School diploma or equivalent education.
  • Bachelor's degree or additional four years of experience in lieu of degree.
  • One year experience in administrative support role.
  • Experience with coordination of travel and expense management.
Preferred Qualifications
  • 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.
Work Environment

This position is located at Houston Methodist The Woodlands Hospital, a 267-bed, full-service, acute-care hospital offering many of the same services as our flagship hospital in the Texas Medical Center.

The hospital campus includes 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 inclusive of women, minorities, disabled persons, and veterans.