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Administrative Assistant

CHRISTUS Health Houston, TX Full-Time
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Description

This position provides general administrative support to the Administrator of TLRA and
assistance to other management team members as needed. S/he handles details of highly
confidential and critical nature, and must function effeciently and effectively in a fast-paced
professional enviroment. S/he will have a proven ability to independeltly manage multiple
tasks and projects with competing priorities and deadlines, screen and prioritze
communications and opportunites from external and internal sources. The ability to organize
and maintain administrative processes is essential to this position

MAJOR RESPONSIBILITIES

1. Follows the CHRISTUS Guildelines related to the Health Insurance Portability and
Accountabiilty Act (HIPAA), designed to prevent or detect unauthorized disclosure of
Protected Health Information (PHI).
2. Ensures that various administrative tasks are done in an effective and efficient manner,
including copying, reviewing outside mail, drafting correspondence, screening phone calls and
maintain executive files as needed.
3. Performs administrative support duties, including but not limited to, scheduling
appointments, meetings and conferences: coordinates arrangements and sets up meeting
rooms; notifies meeting participants; prepares and/or assembles meeting materials from
rough notes, drafts, dictation or oral instructions.
4. Makes arrangements for external meetings, conferences and conventions, including all
travel arrangements, hotel accommodations and car rentals.
5. Develop and maintain a system that alerts to upcoming deadlines on incoming requests or
events.
6. Prepare reports, memos, financial statements and other documents using word processing,
spreadsheet, database or presentation software.
7. Acts as the lead in preparation for quarterly department meetings, including tracking,
monitoring and following the progress of open action items, drafting the agenda, setting the
timetable and owners for meeting material preparation and producing accurate minutes of
each meeting.
8. Handle confidential information in a professional and discreet manner.
9. Responsible maintaining accurate and timely records for the department, including but not
limited to, employee files, associate inclusion in global email directory, job descriptions, task
team assignments, TLRA quarterly surveys, phone lists, anniversaries and other records as
necessary.
10. Coordinates efforts to improve customer satisfaction and meet the needs of the customer
whenever a situation or complaint arises.
11. Develops and/or enhances own professional skills and competencies to continuously
improve the level of quality of service provided.
12. Performs other duties as assigned



Requirements
POSITION QUALIFICATIONS
A. Education/Skills
* Bachelor's Degree Preferred
* Highly proficient in the following software programs: Word/Excel,
PowerPoint/Access, Databases
* Must be able to operate and trouble-shoot office equipment such as facsimile
machines, printers, copiers, audiovisual equipment and other office equipment
Form 
* Excellent written and verbal communication skills
* Professional demeanor and ability to defuse emotional situations in a calm manner
* Proven ability to work independently to achieve accomplishments
* Requires in-depth analysis of problem/issues as well as alternatives for solutions.
May require ability to develop creative and/or innovative ideas related to new
methods or improvements in processes and services.
* Requires exceptional time-management, planning, and administrative skills. Ability
to organize and prioritize workload
B. Experience
* Minimum of 4 years experience in providing administrative support to a senior
management role required.
C. Licenses, Registrations, or Certifications
* None required
 

Recommended skills

Memos
Reports
Telephone Skills
Word Processor
Verbal Communication
Microsoft Access
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