Administrative Assistant - Director Case Management

UMC Health System; United States; On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Resilience program

On-Site Counseling (EAP)

Retirement with employer match

PTO & sick leave

Medical/Dental/Vision insurance

Job summary

UMC Health System is seeking an Administrative Assistant-Director to support executive leadership with calendar management, meeting prep, and documentation. The role acts as scribe in meetings, prepares presentations, coordinates schedules, and handles inquiries from patients, visitors, and staff with professionalism.

The ideal candidate has a high school diploma or GED, plus 2+ years in executive administration, and strong Microsoft Word, PowerPoint and Excel skills.

Qualifications

• High school diploma or GED required.
• +2 years of executive administration experience.
• Proficient in Word, PowerPoint and Excel.

Responsibilities

• Provides administrative support to Director, Assistant Director, and leadership.
• Greet visitors and answer calls; respond to inquiries from patients, vendors, and staff.
• Manage calendar, mail, expense reports, and proofreading of documents.
• Coordinate department meetings and webinars.
• Serve as scribe in meetings; prepare and distribute notes.
• Prepare PowerPoint presentations or analytics as assigned.
• Manage purchase orders, invoices, and supplies.
• May serve as Time-keeper in KRONOS for department staff.
• Ensure department equipment is operational; arrange repairs as needed.
• Perform other duties as assigned.

Skills

Organization

Verbal & written communication

Typing 45 wpm

Office equipment troubleshooting

MS Word

PowerPoint

Excel

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 Summary The 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. Reports to: Job Specific Responsibilities Daily 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 department

Education and Experience

• High School Diploma or GED
• +2 years of executive administration experience
• Proficient user of Microsoft Word, Powerpoint, and Excel

Required Licensures/Certifications/Registrations

N/A

Skills 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 accuracy

Interaction with Other Departments and Other Relationships

Depending 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 Capabilities

Position 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 pounds.

Environmental/Working Conditions

Work 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.

Direct Reports

NA

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.

Benefits

• Resilience program
• Emotional
• Physical
• Spiritual
• Financial
• Career Community
• On-Site Professional Counselors (EAP)
• Discounted Pharmacy Cost
• Cash Retention Bonus (only one in our region)
• Retirement Benefits w/Employer Match
• PTO & Extended Illness
• Medical, Dental, & Vision Insurance
• And more at: https://apps.umchealthsystem.com/documents/wellness.pdf

UMC Vision, Mission and Standards

Vision: To Serve Our Patients in the Best Teaching Hospital in the Country

Mission Statement: Service is our passion. We serve by providing safe, high quality care to all, achieving excellent financial performance, and training tomorrow’s healthcare professionals.

Standards of Excellence: Attitude, Communication, Responsiveness, Compassion, Teamwork, Ownership, Safety and Respect

About UMC

Magnet Designated 501 licensed beds 62 Site locations. Regions only Level I Trauma Center. Regions only BICU DNV accredited Primary teaching hospital for the Texas Tech University Health Sciences Center (TTUHSC). Ranked as one of the Best Places to Work in Texas by Texas Monthly. UMC Physicians Culture, Vision, Mission, and Standards: Culture: Service is Our Passion. Vision: The best place to work and the best place to receive healthcare. Mission Statement: To improve the quality of life for our community by providing the best patient experience for every patient. Standards: Teamwork, Respect, Accountability, Compassion, Kindness

About UMCP

35 Practice Locations - private practices and urgent care centers. Over 125 physicians and advanced practice providers. Ranked as One of the Best Places to Work in Texas by Texas Monthly. Employee Engagement Score of 96% measured by Press Ganey Associates