Houston, Texas

Work Shift: DAY

Work Week: M - F

Job Summary

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 is accountable for ensuring accuracy and completeness through attention to detail.  This position supports an individual/department or multiple individuals/departments.

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.

o 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. 
o Focuses on patient/customer safety
o Delivers personalized service using HM Service Standards
o Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)
o Intentionally rounds with patients/customers to ensure their needs are being met
o Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

Job responsibilities labeled EF capture those duties that are essential functions of the job.

PEOPLE - 25%
1. 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.  (EF)
2. Identifies and anticipates potential customer problems, communicates concerns to appropriate management; addresses issues as instructed, responding professionally at all times, and reports resolutions.  (EF)
3. 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 on department scorecard.  (EF)

1. 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).  (EF)
2. 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.  (EF)
3. 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.   (EF)

1. 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.  (EF)
2. Identifies and assesses issues and opportunities for improvement and implements changes following managerial review.  Follows up on action items to ensure completion of assignments. (EF) 

1. 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.  (EF)
2. Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members. (EF)

1. Promotes individual professional growth and development by meeting requirements for mandatory/continuing education. Completes and updates the individual development plan (IDP) on an on-going basis.  Ensures own career discussions occur with appropriate management.
2. 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.  (EF)

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.

o High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.) 
o Bachelor¿s degree required or additional four years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree

o One year experience in administrative support role 
o Experience with coordination of travel and expense management

o N/A

o Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
o 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
o 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
o Possesses high-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication
o Proficient application of English grammar, punctuation, and sentence structure
o Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment
o Exhibits initiative, proficiency, and adaptability to optimize the time of those supported
o Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism
o Demonstrates effective and appropriate decision-making, judgment, and confidentiality as well as attention to detail and follow-through
o Demonstrates ability to work alone and with a team
o Demonstrates proficient use of computer hardware and software, telecommunication, and other office equipment with the ability to navigate multiple systems simultaneously
o Proficient knowledge of Microsoft Office software programs, including Word, Excel, PowerPoint

Work Attire Yes/No
Uniform                      No
Scrubs No
Business professional Yes
Other (dept approved)         No

On-Call*                                 No (for Non-Exempt or Exempt jobs)

*Note that employees may be required to be on-call during emergencies (i.e. Disaster, Severe Weather Event, etc) regardless of selection above.
May require travel within      No
Houston Metropolitan area

May require travel outside    No
of Houston Metropolitan area

**Travel specifications may vary by department.

Please note any other special considerations to this job: __________________________

Equal Employment Opportunity

Houston Methodist is an Equal Opportunity Employer.

Equal employment opportunity is a sound and just concept to which Houston Methodist is firmly bound. Houston Methodist will not engage in discrimination against or harassment of any person employed or seeking employment with Houston Methodist on the basis of  race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran or other characteristics protected by law.

VEVRAA Federal Contractor – priority referral Protected Veterans requested.

Company Profile

Since its founding in 1919, Houston Methodist Hospital has earned worldwide recognition. Houston Methodist Hospital is affiliated with the Weill Medical College of Cornell University and New York-Presbyterian Hospital, one of the nation's leading centers for medical education and research.  Houston Methodist is consistently ranked in U.S. News & World Report’s “Best Hospital” list and was recently named the number one hospital in Texas. FORTUNE magazine has placed Houston Methodist on its annual list of “100 Best Companies To Work For” since 2006.  Houston Methodist Hospital directs millions of research dollars into patient care and offers the latest innovations in medical, surgical and diagnostic techniques. With 1,119 licensed beds, 67 operating rooms and over 6,000 employees, Houston Methodist offers complete care for patients from around the world.

Houston, Texas

At Houston Methodist, Leading Medicine is more than a description of what we do; it's who we are. We take our responsibility as Houston's premier health care system seriously, and with a national reputation for excellence in patient care, innovation and research, we hold ourselves and the careers we build to a higher standard. Our culture is diverse, dynamic and challenging. We believe in our I Care Values and conduct ourselves with Integrity, Compassion, Accountability, Respect for others and a commitment to Excellence. Discover the difference for yourself and join Houston Methodist.

You can click on the video links below to learn more!

·  About Houston Methodisthttps://www.youtube.com/watch?v=ClN3mmKT0EI

·  Nursing at Houston Methodisthttps://www.youtube.com/watch?v=EUfmVeansTo

·  Houston - Best City to Live Inhttps://www.youtube.com/watch?v=MzLQzGBjHJw

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