Administrative Specialist - Admin Services (FLOAT)

Central Health; Austin (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Central Health is seeking an Administrative Specialist to provide front desk and administrative support in a healthcare setting. The role requires greeting patients, directing visitors, answering calls, and coordinating meetings with attention to confidentiality and detail.

The position involves data entry, mail management, maintenance coordination for office equipment, and collaboration with multiple departments to ensure smooth operations and quality patient access to care.

Qualifications

• Greets visitors and directs to staff or location.
• Answers and routes phone calls, screens inquiries.
• Supports early, evening, and weekend meetings.
• Performs data entry and basic office tasks using MS 365.
• Provides scanning, printing, and research support.

Responsibilities

• Greet visitors and callers, issue badges, and log entries.
• Answer phone lines, route calls, and take messages.
• Coordinate and support meetings, including AV setup.
• Perform data entry and other MS 365 tasks.
• Handle mail, courier services, and supplies inventory.
• Maintain meeting room calendars and coordinate room setup.
• Assist with safety, records management, and special projects.
• Support various departments with administrative duties.

Skills

Administrative procedures

Communication skills

Attention to detail

Independent discretion

Meeting coordination

Customer service

Education

High School Diploma or equivalent

Three years related experience

Tools

Microsoft 365

Job description

Overview

Under general supervision, the Administrative Specialist performs simple to complex administrative support and tasks under the direction of a supervisory position. The Administrative Specialist serves as the front office contact for all visitors and callers. The Administrative Specialist may need to work early morning, evening, and weekends, as needed, to support meetings. The Administrative Specialist is an essential team member and supports Central Health employees in providing access to high-quality care.

Responsibilities

Essential Functions:

• Performs receptionist duties, greets, assists patients and visitors by answering questions, directing them to the appropriate location or person, assigns and collects visitor badges and maintains log of all temporary badges.
• Answers phone lines, screens and routes calls, takes and relays messages, and responds to customer inquiries.
• Provides administrative support for early, evening, and weekend meetings.
• Performs data entry and other computer work using Microsoft 365 applications.
• Provides administrative support, including scanning, printing, research, and other special projects.
• Serves as backup to administrative office supervisor duties for the continuation of administrative operations.
• Provides various simple to complex administrative tasks and delivers high impact service with great customer service and attention to detail.
• Provides assistance to all Central Health departments with any special projects or other duties.
• Takes necessary precautions for the proper handling of classified, confidential, and sensitive information.
• Manages all outgoing and incoming mail, overnight services, and courier services.
• Purchases mail and overnight supplies and maintains appropriate inventory.
• Manages, operates, supply orders, and schedules any needed maintenance of printers, shredders, and any other office equipment.
• Reports any maintenance needs and follows up with Facilities Department.
• Manages meeting room schedules and posts all meeting room calendars and or agendas.
• Coordinates meeting needs with meeting coordinators and ensures that each meeting is set up in accordance with requests.
• Serves as the subject matter expert of audio and visual equipment, applications, and software for all meeting rooms.
• Coordinates housekeeping services with the Custodial Worker to ensure all meeting rooms are properly cleaned and ready for meetings.
• Serves as the coordinator of any housekeeping needs, assists with quality checks of the service provided and makes recommendations on corrective actions.
• Serves as a member of the Safety Team.
• Supports the Records Management program and community outreach programs.
• Performs other duties as assigned.

Knowledge, Skills and Abilities:

• Administrative and clerical procedures and systems such as word processing and data base systems, filing and records management systems, transcription, and other office procedures and terminology.
• Short and long-term budgeting and forecasting.
• Problem solving.
• Communication skills, both verbal and written.
• Knowledge of confidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive information.
• Administrative process development and implementation.
• Independent discretion and judgment.
• Attention to detail.
• Ability to handle competing priorities in a fast-changing environment.
• Strong interpersonal skills with the ability to interface effectively, both externally and internally, with a wide range of people.

Qualifications

Minimum Education: High School Diploma or equivalent.

Minimum Education: Three (3) years related experience.