Sr. Administrative Assistant

Energy Transfer; Seattle (WA); On-site; USD 42,000 - 62,000; Full time

Job summary

UT Southwestern Medical Center is seeking an experienced administrative professional to support staff, physicians, patients and the public. The role requires strong communication, organization and the ability to handle multiple tasks in a busy office environment.

Responsibilities include answering calls, processing payroll for designated areas, managing invoices and tracking mandatory training and licensure.

Qualifications

• Proficient written and verbal communication is required.
• Ability to plan and organize work efficiently.
• Knowledge of basic office equipment and software.

Responsibilities

• Answers incoming calls promptly and provides excellent customer service.
• Handles payroll for designated areas under manager’s supervision.
• Reconciles agency invoices, tracks agency use, and summarizes in bi‑weekly financial report.
• Tracks department’s mandatory annual training, licensure, and certifications.
• Ensures all appropriate licensure and certifications for employees are up to date.
• Facilitates necessary activities to assist with staffing office needs.
• Provides back‑up as necessary for other staff in office.
• Utilizes downtime to assist others.
• Communicates appropriately with clients and staff.
• Relays information to appropriate personnel.
• Gives regular status reports on pending items.
• Resolves any issues with pending items and notifies manager as necessary.
• Handles multiple tasks and projects as assigned by management.
• Oversees supplies management for the department.
• Performs data entry and maintains statistical data.
• Functions as a liaison with other departments across the hospital and campus.
• Coordinates support for staffing needs.

Skills

Strong communication

Writing & spelling

Education

High School diploma or equivalent

College degree preferred

Job description

Experience and Education

High School diploma or equivalent required; College degree preferred. Three (3) to five (5) years related experience or combination of education and skills and basic writing ability and accurate spelling required. May consider higher education completed in lieu of minimum requirements.

Job Duties

• Provides responsive and helpful demeanor to staff, physicians, patients and public in person or via telephone.
• Answers incoming calls promptly and provides excellent customer service.
• Handles payroll for designated areas under manager’s supervision.
• Reconciles agency invoices, tracks agency use, and summarizes in bi‑weekly financial report.
• Tracks department’s mandatory annual training, licensure, and certifications.
• Ensures all appropriate licensure and certifications for employees are up to date.
• Facilitates necessary activities to assist with staffing office needs.
• Provides back‑up as necessary for other staff in office.
• Utilizes downtime to assist others.
• Communicates appropriately with clients and staff.
• Relays information to appropriate personnel.
• Gives regular status reports on pending items.
• Resolves any issues with pending items and notifies manager as necessary.
• Handles multiple tasks and projects as assigned by management.
• Oversees supplies management for the department.
• Handles check requests and purchase orders.
• Tracks requests as necessary.
• Performs data entry.
• Enters and maintains statistical data as requested.
• Functions as a liaison with other departments across the hospital and campus.
• Coordinates support for staffing needs or nursing administration.
• Attends required meetings and performs necessary tasks related to meetings.
• Takes, transcribes, and distributes minutes for meetings.
• Performs other duties as assigned.

Knowledge, Skills & Abilities

• Work requires knowledge of computers, office equipment (fax, copier, etc.), phone systems, and other administrative tasks.
• Advanced word processing, spreadsheet, and graphic skills.
• Excellent verbal and written communication and problem solving skills.
• Work requires ability to plan and organize work in a logical and efficient manner.
• Work requires ability to ensure adherence to all policies and procedures of the Hospital, such as salary guidelines, accounting regulations, and internal controls policy.
• Work requires ability to provide a customer service focus.
• Work requires adaptability/flexibility to react positively to changes in work environment.

Working Conditions

Intermittent walking, standing, bending, turning, and stooping. Possess near vision acuity for accurate reading of patient data. Long periods of sitting in front of a computer screen.

Security & Equal Opportunity

This position is security‑sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information. UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.