Sr Administrative Assistant

FLSA STATUS

Non‑exempt

• EDUCATION
  • High School diploma or equivalent (e.g., GED, homeschool verification)
  • Bachelor’s degree or 4 years of experience in lieu of degree
• EXPERIENCE
  • One year in an administrative support role
  • Experience coordinating travel and expense management
• SKILLS AND ABILITIES
  • Demonstrates required skills through ongoing assessments and evaluations
  • Proficient speaking, reading and writing in English for essential functions
  • Effective communication with patients, physicians, family and co‑workers using customer‑service focus
  • High‑level organization, customer service, professionalism and interpersonal relations
  • Proficient in English grammar, punctuation and sentence structure
  • Prioritizes tasks, shifts frequently, adapts to rapid change, works independently and with a team
  • Proficient use of computer hardware/software, telecommunication and office equipment; navigates multiple systems simultaneously
  • Proficient in Microsoft Office (Word, Excel, PowerPoint)
  • Exhibits initiative, proficiency, adaptability to optimize time for those supported
  • Strong organizational, communication and interpersonal skills; commitment to quality and excellence in service; confidentiality and professionalism

• PEOPLE ESSENTIAL FUNCTIONS
  • Greets customers and responds to inquiries requiring advanced knowledge and critical thinking; triages calls and questions
  • Identifies and anticipates customer problems, communicates concerns to management, addresses issues as instructed; responds professionally and reports resolutions
  • Role models healthy work relationships, mitigates conflict, leads problem‑solving and resolution efforts; serves as preceptor, mentor and resource to less experienced staff; recommends initiatives to improve employee engagement scores
• SERVICE ESSENTIAL FUNCTIONS
  • Manages multiple assignments simultaneously, acts as department liaison, ensures requests handled swiftly to avoid service interruption
  • Maintains department schedule by coordinating calendars, informs personnel of schedule changes, arranges meetings, conferences, teleconferences and travel with minimal direction
  • Maintains and updates department organizational chart, scope of service, forms, intranet website and policies; records meeting discussions and key conclusions
• QUALITY/SAFETY ESSENTIAL FUNCTIONS
  • Reads, researches and routes correspondence; drafts letters/documents; collects and analyzes information; initiates telecommunications for management; maintains accountability for quality, completeness and accuracy of documents
  • Identifies and assesses improvement opportunities; implements changes following managerial review; follows up on action items to ensure completion
• FINANCE ESSENTIAL FUNCTIONS
  • Independently orders and stocks supplies, monitors inventory, reconciles monthly ordering documents; prepares requisitions and obtains approvals for purchases, contract renewals and services
  • Manages time effectively, prioritizes tasks, minimizes overtime, utilizes time efficiently and assists teammates
• GROWTH/INNOVATION ESSENTIAL FUNCTIONS
  • Promotes professional growth by meeting mandatory/continuing education requirements; updates development plan; engages in career discussions with management
  • Supports departmental and organization goals, contributes to success; offers innovative solutions through performance improvement projects

• 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 (e.g., disaster, severe weather events) 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