Unit Administrative Assistant, Emergency Dept, Nightshift

Houston Dose; Houston (TX); On-site; USD 38,000 - 48,000; Full time

Job summary

Houston Methodist is seeking a Unit Administrative Assistant (UAA) to support an interprofessional team by coordinating transfers, communicating with patients and staff, and maintaining patient-flow through the unit. The role emphasizes customer service, efficient workflows, and adherence to ICARE values.

Required is a high school diploma and two years of secretarial/office or patient care experience; health-care exposure and medical terminology are preferred, with BLS as a plus.

Qualifications

• Two years of secretarial/office, college/vocational training, or patient care experience.
• Prior health care experience and/or medical terminology preferred.
• BLS – Basic Life Support or Instructor (AHA) – Preferred.

Responsibilities

• Provides prompt and personalized service to patients, responds to the nurse call system, and follows through with meeting patient needs.
• Communicates in a positive and effective manner to all health care team members and escalates issues as needed.
• Contributes toward improvement of department scores for turnover/retention/employee satisfaction on the unit-based scorecard.
• Organizes unit workflow and paperwork, proactively problem-solves, and manages multiple ongoing priorities with minimal supervision.
• Assists with calls to physicians, bed management, transfers, and coordination with Operations Administrator as needed.

Skills

English proficiency

Customer service

Communication

Equipment operation

Computer skills

Education

High School diploma

Tools

Fax machine

PC

Printers

Telephones

Job description

At Houston Methodist, the Unit Administrative Assistant (UAA) position performs key functions that support the interprofessional team in delivering high quality, cost‑effective care. The UAA assists with transfers or transport for procedures, communicates effectively with patients and staff, and promotes excellent customer relations. The UAA provides prompt and personalized service to all patients, responds to the nurse call system as appropriate, contacts nursing personnel, and follows through on meeting patient needs. The UAA oversees multiple priorities, uses organizational skills to maintain an orderly environment, and maintains competency requirements for computer medical terminology and other job‑related functions while practicing Patient and Family Centered Care in concert with Houston Methodist ICARE values: Integrity, Compassion, Accountability, Respect and Excellence.

FLSA STATUS

Non‑exempt

EDUCATION

• High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post‑secondary education, etc.)

EXPERIENCE

• Two years of secretarial/office, college/vocational training, or patient care experience.
• Prior health care experience and/or medical terminology preferred.

LICENSES AND CERTIFICATIONS

• BLS – Basic Life Support or Instructor (AHA) – Preferred.

SKILLS AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through ongoing skills and competency assessments and performance evaluations.
• Proficient in speaking, reading, and writing English to perform essential functions, especially in activities impacting patient or employee safety.
• Effectively communicates with patients, physicians, family members, and co‑workers in a customer‑service focused manner with positive language principles.
• Operates and troubleshoots equipment (fax, PC, printers, telephones, etc.).
• Highly proficient computer application skills.

ESSENTIAL FUNCTIONS

PEOPLE ESSENTIAL FUNCTIONS

• Provides prompt and personalized service to all patients, responds to the nurse call system, contacts nursing personnel as appropriate, and follows through with meeting patient needs. Answers incoming telephone calls for the unit and transfers as appropriate. Facilitates and supports effective throughput with timely communication. Greets patients and visitors to the unit, assisting with directions, information, and guidance.
• Communicates in a positive and effective manner to all health care team members, reports pertinent patient care and family data comprehensively and unbiasedly, and escalates issues to staff and leadership as needed. Uses time efficiently, consistently offers assistance, and responds positively to requests for assistance from other team members.
• Contributes toward improvement of department scores for turnover/retention/employee satisfaction on unit‑based scorecard, i.e., peer‑to‑peer accountability.

SERVICE ESSENTIAL FUNCTIONS

• Organizes unit workflow and paperwork as needed, proactively problem‑solves, anticipates needs, and manages multiple ongoing priorities with minimal supervision. Pulls/prints daily reports per unit standard (daily shift report, charge nurse reports, handoff reports, and/or My Daily Care Plan).
• Coordinates requests to Facilities Management/Maintenance and Biomed regarding department needs or broken equipment. Rounds through the unit per unit expectations to check for environmental or equipment needs and other assistance that may be needed. Serves as an in‑house courier, retrieving blood, hand‑delivering labs, tele boxes, etc.
• Assists with calls to physicians and their office, bed management, transfer services or other floors, coordinating with Operations Administrator as needed. Assists with the process for transfers or transport for procedures. Follows up calls for tests and procedures as directed by the nurse. Removes the patient from the system upon discharge or transfer.
• Role models skills through peer‑to‑peer accountability to improve department score for patient satisfaction on unit‑based scorecard.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Monitors and addresses noise level of unit to improve or impact patient satisfaction. Responds to patient calls promptly.
• Reports observations, conditions, and problems of patients to licensed personnel to achieve desired patient outcomes. Provides for the privacy of patients and families, keeping the safety of the patient in mind.
• Contributes toward improving quality and safety scores on the unit‑based scorecard through peer‑to‑peer accountability. Supports initiatives to prevent conditions such as pressure injuries, patient falls, and hospital‑acquired infections.

FINANCE ESSENTIAL FUNCTIONS

• Self‑motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.
• Monitors and orders supplies to maintain par levels, including all forms needed for the unit, and notifies leadership when supplies are reaching a shortage. Uses resources efficiently and avoids waste.
• Assists with patient and staffing needs (floats) across the service line or hospital within the scope of their role or validated competencies.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Offers innovative solutions through participation in performance improvement projects and shared governance activities. Follows up on action items as necessary to ensure completion of assignments.
• Identifies and assumes responsibility for own learning needs, consults with healthcare team experts, and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) continuously and ensures own career discussions occur with appropriate management.

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform: Yes
• Scrubs: No
• Business professional: No
• Other (department approved): Yes

ON-CALL*

• Note that employees may be required to be on‑call during emergencies (e.g., Disaster, Severe Weather Events, etc.) regardless of selection below.
• On Call* No

TRAVEL**

• *Travel specifications may vary by department**
• May require travel within the Houston Metropolitan area: No
• May require travel outside Houston Metropolitan area: No