Administrative Assistant

POSITION SUMMARY: Texas Tech University Health Sciences Center, in collaboration with Permian Basin Medical Center (“The Beacon Alliance”) and the Permian Strategic Partnership, is implementing a population health initiative designed to improve the health and well-being of rural communities across the Permian Basin, including West Texas and Southeast New Mexico.

The Healthy Communities – Permian Basin program aims to define the scope of undiagnosed and undertreated health conditions in rural areas and bring innovative, person-centered solutions to community members to improve health outcomes. To support this work, an Administrative Assistant position has been established to support the Healthy Communities team.

Reporting and Leadership Responsibilities: The Administrative Assistant is supervised by and reports to both the Managing Director – Healthy Communities, and the Executive Director-Healthy Communities. The Administrative Assistant is responsible for providing essential clerical, organizational and communication support to the Healthy Communities team, including The Beacon Administrative & Project Manager. This includes managing communications, scheduling meetings, inventory support, records management, document preparation, office operations, and basic financial tasks.

Field-Based Role and Schedule:

This position is based in the Midland, Texas area. The selected candidate must be able to travel to various Healthy Communities locations, including Crane, Balmorhea, Pecos, Texas, Hobbs, New Mexico, and other locations that may become part of the Healthy Communities program. The Administrative Assistant's schedule may occasionally include evenings and weekends to support community events, programs, meetings, and other activities and to accommodate community members' availability. The candidate must be able to maintain reliable transportation to perform the travel requirements of the position.

Key Responsibilities:

Communication

• Answer phone calls, route inquiries, greet public visitors, and draft formal correspondence or emails.
• Maintain chat groups on platforms such as WhatsApp.
• Maintain social media pages on platforms such as Facebook and Instagram.
• Support Healthy Communities leadership team, including Executive Director, Managing Director, Epidemiologist, Site Managers, etc.

Scheduling and Meetings

• Maintain office calendars, arrange staff meetings, prepare agendas. May take meeting notes.

Records Management

• Organize and update filing systems.

Document Preparation

• Draft memos, spreadsheets, and other communication as needed.

Office Operations

• Order supplies, manage inventory, maintain office equipment, coordinate facility maintenance, etc.
• Work in non-traditional settings, including community facilities, outdoor locations, homes, vans, and churches.

• Maintain accurate and current inventory for accountability. Assist with projecting inventory needs for timely ordering.
• May assist with delivering and arranging inventory at various Healthy Communities sites.

Qualifications:

Required

• High school diploma or GED.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Teams.
• Excellent verbal and written communication skills, with the ability to effectively communicate with staff, community members, and maintain positive working relationships across diverse populations.
• Ability to work independently in both office and community-based settings.

Preferred

• Bilingual in Spanish.
• Bachelor’s degree.
• Experience in a healthcare-related field.

Schedule and Work Requirements

• The schedule may include evenings and weekends to support community events, programs, meetings, and other activities and to accommodate community members availability.
• Must maintain reliable transportation and be able to travel to various program-related and community locations to perform the duties of the position.

Supervision Requirements: There are no supervision requirements with this position.

Physical Requirements: This position requires the ability to work in field-based settings and travel to various program related and/or community locations, and working in a variety of environments, including outdoor settings, where exposure to varying weather conditions, including heat, may occur. The physical demands described are representative of those required to successfully perform the essential functions of this role. Duties may include standing, walking, climbing stairs or ramps, balancing, stooping, and handling materials, as well as frequent use of hands to operate a computer, tablet, or other field equipment. The physical demands of this role may include lifting and moving items weighing up to thirty (30) pounds.