Administrative Assistant - Director

UMC Health System; Lubbock (TX); On-site; USD 45,000 - 70,000; Full time

Job summary

UMC Health System seeks an Administrative Assistant-Director to support the department head, handle calls, schedule meetings, and prepare materials. The role includes acting as a scribe, assisting with presentations and analytics, and managing purchasing and timekeeping.

Qualifications include a high school diploma or GED and at least two years of executive administrative experience. Strong organization and communication skills are required in a fast-paced healthcare setting.

Qualifications

• High School Diploma or GED required.
• 2+ years of executive administrative experience preferred.
• Strong written and verbal communication skills are essential.

Responsibilities

• Provide administrative support to Director, Assistant Director and leadership team.
• Greet visitors and answer calls; direct inquiries appropriately.
• Manage calendars, mail, and expense reports; prepare proofs and documents.

Skills

Organizational skills

Excellent communication

Time management

Education

High School Diploma or GED

Tools

Microsoft Word

PowerPoint

Excel

Job description

We’ve learned that what is best for patients is also best for employees. Learn more about why we are one of the Best Companies to Work for in Texas.Job SummaryThe Administrative Assistant-Director assumes the responsibilities of assisting the assigned Department Director with administrative duties ranging from answering and routing phone calls to attending meetings as a Scribe. Duties may vary depending on the Director and assigned department.Job Specific ResponsibilitiesDaily assignments may include but are not limited to:• Provides administrative support to Director, Assistant Director, and other leadership members in assigned department• Greets and assists visitors to the department, both internal and external, via phone or in person• May be asked to respond to patients, their family members, vendors, or internal employees on behalf of assigned Director• Manage calendar, mail, expense reports, and all other documents needing review/proofreading before distribution• Coordinate department meetings, individual staff meetings, webinars, etc…• Serve as scribe in assigned meetings; compile, prepare, and distribute notes according to assignment• Prepare Power-point presentations or spreadsheet analytics as assigned by the Director• Manage purchase order request, invoice payments, in addition to ordering supplies• May be required to serve as Time-keeper; maintaining KRONOS Time and Attendance System for department personnel• Ensure office equipment in assigned department is in working condition; troubleshooting or initiating repair or purchase orders as required• All other assigned duties as requested by assigned departmentEducation and Experience• High School Diploma or GED• +2 years of executive administration experience• Proficient user of Microsoft Word, Powerpoint, and ExcelSkills and Abilities• Excellent organizational skills and attention to detail• Ability to operate and troubleshoot general office equipment• Excellent communication skills; must be able to read, write, and understand English fluently• Minimum typing skills 45wpm with accuracyInteraction with Other Departments and Other RelationshipsDepending on the assigned department, the person in this role will have interactions with many departments and employees within UMC. Interactions with patients, family members, and representatives of patients, and providers is possible.Physical CapabilitiesPosition requires prolonged time periods of sitting at a desk, talking on a phone, and working on a computer. Essential hearing and near vision acuity required. Incumbent should be able to push, pull, and lift up to 10 poundsEnvironmental/Working ConditionsWork area is well lighted, and subject to varying indoor temperatures changes. Position is sedimentary but may require extensive walking, standing, and/or stooping on occasion.UMC Health System provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.*Request for accommodations in the hire process should be directed to UMC Human Resources.*