Administrative Assistant - University Health Network

University Physicians Group; Knoxville (TN); On-site; USD 38,000 - 48,000; Full time

Job summary

University Health Network in Knoxville is seeking a full-time Administrative Assistant to provide comprehensive support to UHN and team members. This on-site role requires strong organizational and communication skills to manage daily operations.

Key duties include calendar coordination, meeting logistics, preparing documents and newsletters, handling correspondence, greeting guests, and ensuring confidentiality and HIPAA compliance. Proficiency in Microsoft 365 is required.

Qualifications

• 2+ years of administrative assistant experience.
• Proficient in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, OneDrive, SharePoint).
• Strong written and verbal communication, customer service, and interpersonal skills.
• Excellent organization and time-management, capable of multitasking and prioritization.
• Strong problem-solving and critical-thinking skills.
• Professional integrity and ability to maintain confidentiality.

Responsibilities

• Provide administrative support to UHN Directors and team members
• Coordinate and maintain calendars, schedule meetings, and manage invitations, venues, virtual meeting links, and catering.
• Prepare weekly newsletters, educational materials, presentations, and meeting documents.
• Provide administrative support for monthly UHN subcommittee and Board meetings.
• Manage incoming and outgoing correspondence, distribute mail, and promptly route urgent items.
• Greet guests, provide responsive customer service, and manage the UHN main phone line.
• Maintain organized, accessible hard-copy and electronic files while protecting confidential information.
• Monitor and procure office supplies, equipment, and other needed items.
• Help coordinate events and maintain office equipment and file inventories.
• Collaborate effectively with UHN team members and follow applicable organizational policies and procedures, including those related to privacy and HIPAA.
• Use sound judgment, problem-solving, and attention to detail to support daily operations and assigned projects.

Skills

Organization

Time management

Written and verbal communication

Customer service

Interpersonal skills

Attention to detail

Team collaboration

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

SharePoint

Job description

Description

University Health Network (UHN) is seeking a full-time Administrative Assistant to provide comprehensive support to the UHN and team members. UHN is the clinically integrated network associated with UT Medical Center and University Physicians’ Association.

The Administrative Assistant coordinates daily administrative operations, meetings, communications, and projects. This is an on-site position at the UHN office and follows a Monday through Friday schedule during normal business hours.

Administrative Assistant Responsibilities (does not include all duties that may be assigned)

Daily Operation Responsibilities:

• Provide administrative support to UHN Directors and team members
• Coordinate and maintain calendars, schedule meetings, and manage invitations, venues, virtual meeting links, and catering.
• Prepare weekly newsletters, educational materials, presentations, and meeting documents.
• Provide administrative support for monthly UHN subcommittee and Board meetings.
• Manage incoming and outgoing correspondence, distribute mail, and promptly route urgent items.
• Greet guests, provide responsive customer service, and manage the UHN main phone line.
• Maintain organized, accessible hard-copy and electronic files while protecting confidential information.
• Monitor and procure office supplies, equipment, and other needed items.
• Help coordinate events and maintain office equipment and file inventories.
• Collaborate effectively with UHN team members and follow applicable organizational policies and procedures, including those related to privacy and HIPAA.
• Use sound judgment, problem-solving, and attention to detail to support daily operations and assigned projects.

Requirements

Qualifications:

• At least two years of administrative assistant experience.
• Intermediate to advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, OneDrive, and SharePoint, as well as general office equipment and business office procedures.
• Strong written and verbal communication, customer service, and interpersonal skills.
• Excellent organization and time-management skills, with the ability to prioritize, multitask, and work independently.
• Strong problem-solving and critical-thinking skills.
• Professional integrity and the ability to maintain confidentiality.
• Ability to work collaboratively and build positive working relationships.

Essential Functions

• Maintain regular and reliable attendance.
• Communicate effectively in person and in writing.
• Manage multiple tasks and meet established deadlines.
• Remain calm and professional in challenging situations.
• Retain and handle confidential information appropriately.Interpret information, use sound judgment, and address issues effectively.Complete projects with minimal direction.