Administrative Assistant

TCH Medical Center; Houston (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

TCH Medical Center in Houston, TX is seeking an Administrative Assistant to support physician leaders in Cardiology with strong organizational skills and a proactive mindset.

You will manage calendars, coordinate meetings and surgeries, prepare correspondence, and assist with travel arrangements, vendor contracts, and department reports. A detail-focused, collaborative team player is essential for success in this role.

Qualifications

• Required H.S. diploma or equivalent, preferred bachelor’s degree
• Required at least 3 years of administrative support experience
• Knowledge of general administrative functions and department operations
• Knowledge of utilizing a personal computer using word processing and spreadsheet applications
• Ability to coordinate multiple projects simultaneously, communicate effectively both written and oral, work independently, adapt to changing situations and have close attention to detail
• Experience supporting multiple providers administratively preferred
• Experience with managing multiple calendars and conference planning preferred
• Concur experience preferred

Responsibilities

• Conduct yourself in a professional, courteous manner daily.
• Schedules and maintains calendar, ensuring it is current and accurate as directed by supervisor.
• May coordinate and schedule surgeries.
• Coordinates events and conferences including itineraries and travel accommodations.
• Formats all correspondence per graphics standards; proofreads and finalizes documents for distribution and filing.
• Maintains inventories of major supplies and ensures they are not depleted.
• Prepares and submits vendor contract renewals or new contract initiations for the department.
• Opens and reviews leader's incoming mail daily.
• Creates and maintains department organizational charts.
• Maintains and edits timekeeping records for Directors’ approval.
• Maintains knowledge of office techniques and applications and assists others with questions.
• Produces presentations, brochures, reports using Word, Excel, PowerPoint, Access, Publisher.

Skills

Calendar management

Multitasking

Communication skills

Attention to detail

Team player

Education

High School diploma or equivalent

Bachelor’s degree preferred

Tools

Word

Excel

PowerPoint

Access

Publisher

Job description

We’re looking for an Administrative Assistant to support our Physicians leaders in Cardiology, someone who’s ready to grow with our company. In this position, you will provide direct administrative support for multiple leaders. You must come with strong administrative and organizational skills. You must be a proactive, able to multitask, flexible supportive and a supportive team mate to be successful in this role.

Think you’ve got what it takes?

Job Duties & Responsibilities

• Conduct himself/herself in a professional, courteous manner daily.
• Schedules and maintains calendar, ensuring that it is current and accurate as directed by supervisor.
• May coordinate and schedule surgeries.
• Coordinates events, and conferences including preparation of itineraries and travel accommodations as directed by supervisor.
• Formats all correspondence in accordance with current graphics standards set by the Hospital within current graphics standards set by the Hospital within current grammar and secretarial practices.
• Types and proofreads letters, memos, reports, meeting notices, meeting agendas, meeting minutes for review by the Director and Managers checking for accuracy and completeness and then correctly finalizes all documents for copying, distribution, and filing.
• Ensures inventories of major supplies are never depleted in area.
• Prepares and submits vendor contract renewals or new contract initiations for the department.
• Opens and reviews leader's incoming mail daily.
• Creates and maintains department organizational charts.
• Maintains and edits Managers and Assistant Director in timekeeping system for Directors approval.
• Maintains and exhibits in-depth knowledge of all areas of office techniques, principles and applications and assists others with procedural and application questions.
• Maintains an in-depth knowledge of computer applications and detailed databases and the ability to produce presentations, brochures, reports, etc. using Word, Excel, PowerPoint, Access, Publisher, etc.

Skills & Requirements

• Required H.S. diploma or equivalent, preferred bachelor’s degree
• Required at least 3 years of administrative support experience
• Knowledge of general administrative functions and department operations
• Knowledge of utilizing a personal computer using word processing and spreadsheet applications
• Ability to coordinate multiple projects simultaneously, communicate effectively both written and oral, work independently, adapt to changing situations and have close attention to detail
• Experience supporting multiple providers administratively preferred
• Experience with managing multiple calendars and conference planning preferred
• Concur experience preferred