Administrative Assistant (COO)

GATEWAY COMMUNITY HEALTH CENTER INC; Laredo (TX); On-site; USD 32,000 - 46,000; Full time

Job summary

Gateway Community Health Center Inc in Laredo, TX seeks an administrative coordinator to support the COO and department operations. You will prepare, maintain, and distribute reports; handle mail, emails, and inquiries; arrange travel and meetings.

The role requires strong organizational skills, bilingual English/Spanish preferred, and proficiency with Microsoft Office. A bachelor’s degree is preferred, with office experience acceptable in lieu.

Qualifications

• Bachelor’s degree in public administration, finance, accounting, or related field is required.
• College education may be substituted for 3-5 years of assistant experience.
• Proficiency with Microsoft Office (Excel, Word, Publisher, PowerPoint) preferred.
• Bilingual English/Spanish is preferred.

Responsibilities

• Receives, reviews, prioritizes, and distributes interoffice mail, emails, phone messages.
• Interviews, screens, and refers callers; answers inquiries; provides information on Center services and functions.
• Coordinates travel arrangements for COO and others (registration fees, hotel and flights, per diem, travel requisition).
• Transposes and coordinates monthly meetings for Chief Suite staff (Provider Meetings, IT Governance, etc.).
• Prepares standing item reports for meetings.
• Orders, verifies receipt of, and maintains department office equipment and supplies.
• Creates letters, emails, and other materials; prepares final copies of reports and correspondences.
• Assists the COO in completing timecards for their direct reports.
• Participates in Employee Recognition Committee meetings and events.
• Develops, maintains, and updates the department filing system.
• Performs other duties as assigned.

Skills

Independent work

Teamwork

Data analysis

Microsoft Office

Excel

Word

Publisher

PowerPoint

Bilingual English/Spanish

Time management

Organizational skills

Confidentiality

Education

Bachelor’s degree in public administration, finance, accounting, or related field

College education may be substituted for 3-5 years’ experience as an assistant

Job description

Job Details

Job Location: Central Clinic (Admin) - Laredo, TX 78041
Position Type: Full Time

Job Description

Prepares, maintains, and distributes various reports, records, requisitions, and other documents pertinent to the department’s daily operations.

Supervision

Directly supervised by the Chief Operating Officer (COO).

Typical Physical Demands

Requires prolonged sitting, stooping and bending. May require moving up to 25 pounds. Requires the use of office equipment such as computer terminals, telephone and copiers, etc.

Functions and Responsibilities

• Receives, reviews, prioritizes, and distributes interoffice mail, emails, phone messages, etc.
• Interviews, screens, and refers callers; answers various inquiries; provides information on Center’s services and functions; determines the nature of problems/complaints and refers to appropriate individual and/or department.
• Assists with the coordination of travel arrangements for COO and others. This includes:
  • Registration fees for participants
  • Hotel and Flights, if applicable
  • Per diem rates
  • Preparation of Travel Requisition
  • Timely follow up on Travel Check distribution
• Transposes and coordinates the following monthly meetings for Chief Suite staff:
  • Three (3) Provider Meetings (Medical, Dental and Behavioral Health)
  • P&t Operational
  • P&t Executive
  • IT Governance
  • Business Continuity
  • Others when applicable
• Prepares standing item reports for the previously mentioned meetings.
• Orders, verifies receipt of, and maintains department’s office equipment and supplies.
• Creates letters, emails, and other materials; composes and edits on screen, and prepares final copy of reports and correspondences.
• Assists the COO in completing timecards for their direct reports.
• Actively participates in the Employee Recognition Committee by attending monthly meetings, events, etc.
• Develops, maintains, and updates the department’s filing system.
• Performs other duties as assigned.

Qualifications

• Minimum of a bachelor’s degree in public administration, finance, accounting, and/or related field from an accredited college or university.
• College education may be substituted for 3-5 years’ experience as an assistant.
• Computer knowledge in graphs, charts, spreadsheets, etc.
• Effectively communicate both orally and in writing in the English and Spanish language preferred.
• Possess means of transportation.
• Valid Texas Driver’s License, a good driving record and minimum liability insurance.

Skills and Abilities

• Ability to work independently and in a team environment.
• Ability to gather information and analyze data.
• Ability to professionally and accurately represent the Center, its mission, philosophy and services.
• Ability to demonstrate knowledge of Microsoft Office (Excel, Word, Publisher and Power Point).
• Must be able to understand and carry out verbal and written instructions.
• Modern office practices, procedures, methods, and equipment.
• Maintain confidentiality of information.
• Ability to work flexible hours.
• Must have excellent organizational and grammatical skills.
• Ability to manage time effectively and efficiently.