Administrative Assistant, Sr Full Time

We are looking for a senior Administrative Assistant! The Administrative Assistant provides direct administrative support for multiple leaders, one of which must include primary support to an Executive (Assistant Vice President or above) and/or a Senior Physician Leader who reports directly to an In Chief and has system responsibility.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Responsibility A: Prepares and handles correspondence, memos, reports, presentations, and other documents for the Executive/Director.
• Composes correspondence, memos, and reports, according to guidelines and in a timely manner.
• Types, formats, creates, and proofreads a variety of materials including handwritten, typewritten correspondence, presentations, memos, reports, agendas, and contracts, as instructed, and verifies the conformity of documents our standards.
• Assembles documents and presentations as needed, for external meetings.
• Prepares mail for review. Retrieves documents, mail and is diligent in making prompt distribution of messages and signatures back through departmental channels.
• Maintains files according to guidelines and maintains the security of confidential information including hospital financials, salary, staff and legal information.
• Maintains daily action files as directed.
• Prepares monthly procurement card statement, reviews statements from direct reports for accuracy, receipts, and proper documentation for monies spent.
Responsibility B: Coordinates schedules and projects.
• Manages the leader’s calendar.
• Telephones various internal and external personnel to arrange meetings.
• Coordinates with other administrative staff to reserve conference rooms as needed.
• May prepare requisitions necessary for daily business operations, i.e., check requests, purchasing requisitions, petty cash vouchers and obtains all appropriate signatures as required. This is measured by 100% compliance with Hospital policies and procedures as observed by receiving departments of those requisitions.
Responsibility C: Responds to inquiries from parents, patients, visitors, hospital employees, and hospital leaders and determines the urgency of the situation, suggests appropriate referrals, or informs the Executive/Director when the situation warrants his/her attention.
• Answers the telephone in a courteous manner, identifying department and offering assistance.
• Takes telephone messages including name of caller, date, time, return telephone number and legible message when applicable.
• Retrieves messages immediately and takes appropriate action upon return-to-work area.
• Refers caller to appropriate party.
• Informs the Executive/Director of urgent calls immediately.
• Greets all visitors in a warm, courteous and welcoming manner, offering refreshment and displaying a professional demeanor.
Responsibility D: Performs other essential supportive functions.
• Interfaces with all employees in a professional, courteous manner to assure that requests are met amicably, and a congenial work atmosphere is maintained.
• Maintains excellent relationships with departments throughout the hospital, assuring a good working atmosphere.
• Executes “other duties” as directed by leadership including special projects, seminars, catering needs, meeting locations to be reserved, etc.
• Responds to calls and visits from senior management, medical and nursing staff as well as the public at large. Determines the urgency of the situation and suggests appropriate referrals or informs the Executive/Director when the situation warrants.
Responsibility E: Handles incoming/outgoing mail.
• Opens and date stamps all mail. Mail is placed in appropriate area. Ensures that the Executive/Director is notified of important correspondence that may need his/her immediate attention.
• Retrieves documents and mail and distributes/performs needed operations.
Responsibility F: Arranges travel.
• Contacts hotel or agency handling lodging to make and/or confirm reservations by written or verbal confirmation numbers or guarantees received prior to departure.
• Contacts travel agency to determine availability of transportation and reviews schedules with leader to obtain his/her preference prior to booking transportation, at least one day prior to time of departure.
• Contacts agency handling booking for event, convention, seminar, or workshop to register for the Executive/Director.
Responsibility G: Participates in reception relief.
• Determines which employee/department is required to serve the caller and makes the proper referral.
• Obtains essential information related to incoming trouble and complaint calls.
• Properly directs all requests, from personal appearances and by telephone, to appropriate physician, clinic or department.
Knowledge and Skills
• Knowledge of executive administrative functions in a hospital setting.
• Ability to utilize a personal computer using word processing applications (spreadsheet and database applications desirable
but not required)
• Type a minimum of 60 words per minute
• Transcribe
• Operate basic office equipment
• Think quickly and act immediately
• Maintain composure while interacting with others at all levels
• Prioritize
• Remain flexible
• Attention to detail
• Demonstrate initiative
• Demonstrate good memory retention
• Adapt to changing situations demonstrate a professional demeanor
• Demonstrate excellent writing, communications, and organizational skills
• Shorthand skills are beneficial, but not required
QUALIFICATIONS

Education
– H.S. Diploma or equivalent required
Experience
– 5 years secretarial experience required
– Medical and college background preferredSince 1954, Texas Children’s has been leading the charge in patient care, education and research to accelerate health care for children and women around the world. When you love what you do, it truly shows in the smiles of our patient families, employees and our numerous accolades such as being consistently ranked as the best children’s hospital in Texas, and among the top in the nation by U.S.News & World Report as well as recognition from Houston Business Journal as one of this city’s Best Places to Work for ten consecutive years.

Texas Children’s comprehensive health care network includes our primary hospital in the Texas Medical Center with expertise in over 40 pediatric subspecialties; the Jan and Dan Duncan Neurological Research Institute (NRI); the Feigin Center for pediatric research; Texas Children’s Pavilion for Women, a comprehensive obstetrics/gynecology facility focusing on high-risk births; Texas Children’s Hospital West Campus, a community hospital in suburban West Houston; and Texas Children’s Hospital The Woodlands, the first hospital devoted to children’s care for communities north of Houston. We have also created the nation’s first HMO for children, established the largest pediatric primary care network in the country and a global health program that is channeling care to children and women all over the world. Texas Children’s Hospital is also academically affiliated with Baylor College of Medicine, one of the largest, most diverse and successful pediatric programs in the nation.

To join our community of 14,000+ dedicated team members, visit texaschildrenspeople.org for career opportunities. You can also learn more about our amazing culture at infinitepassion.org .

Texas Children’s is proud to be an equal opportunity employer. All applicants and employees are considered and evaluated for positions at Texas Children’s without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.

Alternatively, you can view other roles for reentry opportunities at https://reentrycareers.com/

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