Health Senior Administrative Assistant

Teacher Retirement System of Texas; Austin (TX); Hybrid; USD 55,000 - 65,000; Full time

Job summary

Join a passionate team dedicated to transforming healthcare delivery for Texas educators. As a Health Senior Administrative Assistant, you'll provide vital administrative support, manage calendars, coordinate events, and ensure smooth operations within a dynamic environment. This role emphasizes independent decision-making and collaboration with various stakeholders. You'll be part of a culture that values continuous learning and innovation, contributing to impactful projects that affect the lives of nearly three-quarters of a million Texans. If you're a detail-oriented problem-solver looking to make a difference, this opportunity is for you!

Qualifications

• 5 years of administrative experience in a fast-paced environment.
• Proficiency in Microsoft Suite and SharePoint management.

Responsibilities

• Provide high-level administrative support including calendar management.
• Coordinate events and manage travel requests for the Health Division.

Skills

Organizational Skills

Time Management

Attention to Detail

Communication Skills

Customer Service

Problem-Solving

Education

High School Diploma or GED

Bachelor's Degree in Business Administration

Tools

Microsoft Suite

SharePoint

Job description

Location:
1900 Aldrich Street
Austin, Texas, 78723
United States

Health Senior Administrative Assistant

Requisition ID: req1181
Employment Type: Unclassified Regular Full-Time (URF)
Division: Health
Compensation: $55,000.00 - $65,000.00, Annual Salary
Location: Alpha Building
Job Closing: 2/9/2025 5:00pm

WHO WE ARE:

With the Health Division, you'll be joining a passionate team of self-motivated change agents united by our mission: driving to design the delivery of high-quality healthcare for nearly three-quarters of a million active and retired Texas public educators. The healthcare industry is complex and we're a team of problem-solvers who are up for the challenge. With a focus on innovation and collaboration to catalyze the market, we spend nearly $4 billion annually on healthcare to make a difference in our members' lives. With a career at TRS, you'll be empowered through a culture of continuous learning, front-line decision making, coaching and mentorship to shape the future of our work, while transforming healthcare delivery for 1 in 41 Texans.

The Health Senior Administrative Assistant is responsible for providing high-level administrative support, including event planning, calendar assistance, and clerical work. The ability to quickly make independent decisions in a fast-paced environment is a key requirement of this role. The employee will respond to both internal and external correspondence and inquiries, maintain databases, policies and procedures, and coordinate on-site events. This position will proactively work with Health staff, agency employees, and external vendors. This is a hybrid position requiring onsite work conducted at our TRS office in Austin, TX three times a week or as required for business needs.

WHAT YOU WILL DO:

1. Calendar and Events Support
   • Responds to scheduling requests for meetings with both internal and external partners.
   • Communicates quickly and professionally to all inquiries.
   • Coordinates with conference spaces, IT, and facilities to ensure the success of events.
   • Prepare materials such as agendas, printed slide decks, and any other physical materials required for events.
   • Organize internal Health Division meetings and cultural events, like monthly birthday events and quarterly division meetings.
   • Assists with managing the calendar of events for the TRS Health Leadership team and the Health Division.
   • Exercises independent decision making and critical thinking around scheduling and prioritization of administrative tasks.
2. Administrative Support
   • Coordinates and executes travel requests and expense reports for the Health Division.
   • Arranges schedules for traveling staff, including members of the leadership team.
   • Facilitates requisition requests for conferences, trainings, certification, and other purchases as needed.
   • Reconciles requisition requests monthly.
   • Supports Health Division in maintaining digital records in compliance with TRS records retention requirements, including SharePoint permissions.
   • Implements and utilizes new technologies to streamline office processes, maximize workflows, and improve overall efficiency.
   • Provides support in managing key dates and deliverables for the Health division.
   • Coordinates special projects and initiatives alongside the other members of the admin team.
   • May assist with drafting communications from the Chief Healthcare Officer, Chief of Staff and the Health Division as a whole.
3. General Office Support
   • Performs general office duties including ordering supplies, making copies, faxing documents, and typing and processing forms, correspondence, and other documents.
   • Maintains shared office, conference room, and break area spaces to ensure a clean and organized work environment.
   • Orders department office supplies and paper goods, including letterhead, publication inserts and envelopes.
   • Greets office visitors.
   • Completes special projects as needed.

WHAT YOU WILL BRING:

Required Education:
• High school diploma or GED.
Required Experience:
• Five (5) years of full-time directly related progressively responsible experience in administrative, general office or related experience.
Preferred Qualifications:

• Bachelors Degree in Business Administration or related field.
• Experience managing executive calendars.
• Experience working within or supporting finance or healthcare administrative functions.
• Proficiency in Microsoft Suite products, including Outlook, OneNote, Forms, Power Automate, Planner, etc.
• Experience maintaining SharePoint site(s).

Knowledge of:

• General office practices and administrative procedures.
• Privacy laws and standards.

Skill in:

• Organizing and prioritizing work to manage a high-volume workload in a fast-paced environment and in completing detailed work assignments while meeting daily deadlines.
• Completing work assignments with a high degree of attention to detail and accuracy.
• Time management around handling multiple tasks simultaneously with different levels of priority.
• Attention to detail to ensure accuracy in tasks such as high-level correspondence, scheduling, and document preparation.
• Applying technological solutions for administrative tasks and functions.
• Excellent verbal and written communication.
• Providing high-quality customer service.
• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.

Ability to:

• Independently work and manage schedule to effectively accomplish routine and special tasks and projects.
• Maintain confidentiality of sensitive information, and exercise discretion when handling confidential/sensitive information.

Military Occupational Specialty (MOS) Codes:

Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty may meet the minimum requirements and are highly encouraged to apply. Please contact Talent Acquisition at [e-mail] with questions or for additional information.

To view all job vacancies, visit www.trs.texas.gov/careers or www.trs.csod.com/careersite.

For more information, visit www.trs.texas.gov.