Administrative Assistant East Tower ICCU

UMC Health System; United States; On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Resilience program

On-site professional counselors (EAP)

PTO & Extended Illness

Medical, Dental, & Vision Insurance

Job summary

UMC Health System is seeking an Administrative Assistant-Director to support the Department Director with a wide range of administrative tasks. The role includes answering calls, routing inquiries, attending meetings as a scribe, and preparing materials for leadership reviews.

The successful candidate will manage calendars, coordinate department meetings, create PowerPoint presentations and spreadsheets, process purchase orders and invoices, and assist with time-keeping in the UKG system.

Qualifications

• High School Diploma or GED required.
• 2+ years of executive administration experience preferred.
• Proficient in MS Office (Word, Excel, PowerPoint) and basic proofreading.

Responsibilities

• Provides administrative support to Director, Assistant Director and other leadership in the department.
• Greets and assists visitors and handles calls via phone or in person.
• Responds to patients, families, vendors, or internal staff as needed on behalf of the Director.
• Manages calendar, mail, expense reports and documents for review.
• Coordinates department meetings, staff meetings and webinars; serves as scribe in meetings.
• Prepares PowerPoint presentations or spreadsheet analytics as assigned; manages purchasing and invoices.
• May act as time-keeper using UKG Time and Attendance System for department staff.
• Ensures office equipment is functional; troubleshoots or initiates repairs.
• Performs additional duties as assigned by the Department.

Skills

Organizational skills

Communication

Typing 45 wpm

Microsoft Word

PowerPoint

Excel

Education

High School Diploma or GED

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 UKG 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

Equal Employment Opportunity

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