Administrative Assistant

Description

UT Hospitalists (Center for Complex Medicine) is seeking enthusiastic and qualified applicants for a full-time Administrative Assistant to join our team. 

The ideal candidate for this position will have a commitment to the mission and vision of the Center for Complex Medicine (CCM), with high energy and the ability to prioritize and complete multiple tasks accurately and quickly. The individual must be comfortable interacting with team members and leaders from across the organization and must have strong interpersonal skills to manage complex situations with good judgment, discretion, and tact. The candidate must know when to elevate a concern and how to do so appropriately. Strong organizational skills, integrity, and attention to detail are essential.

Reporting to both the Vice President and the Executive Director of Center for Complex Medicine, this position provides administrative support to the CCM and serves at the primary contact for the COE. They must be able to work independently with little supervision, be well organized, flexible, proactive, resourceful, self-motivated, and efficient. They must have expert written and verbal communication skills and strong decision-making ability.

Responsibilities Include but are not limited to:

• Manages planning and execution of meetings for the VP and Executive Director of Center for Complex Medicine.
• Coordinates group meetings, prepares agendas & packets and orders food.
• Attends meetings and captures detailed minutes.
• Ensures VP and Executive Director have all appropriate materials available for meetings and presentations and that all equipment is in good working condition, and presentations can be made without audiovisual problems
• Plans and coordinates official gatherings and other business/social events involving the CCM
• Processes expense reimbursements for VP and Executive Director
• Makes travel arrangements for the VP and Executive Director and follows up to ensure arrangements are in place from beginning to end with detailed written itineraries
• Maintains files, both hard copy and electronic, for easy retrieval
• Responds to all calls and complaints and ensure that the calls are dealt with appropriately or make assignments and follow through to ensure that the call has been handled
• Greet guests and ensures phones are answered while demonstrating excellent customer service skills
• Engenders a team atmosphere, helping others when needed to create a culture of mutual respect, support and continual improvement
• Serves as back up to UT Hospitalist support staff when needed
• Process mail for CCM
• Maintains supply inventory for CCM
• Other duties as assigned by CCM leadership team or the physicians

Why You’ll Love Working with Us

• Monday–Friday schedule — enjoy evenings and weekends free
• Full benefits package, including PTO, Sick Leave, Medical, Dental, Vision, STD, LTD, Life Insurance, and a 401(k) with company match and immediate vesting
• A positive, team-focused environment where your skills and contributions truly matter
• Work alongside providers who value teamwork, communication, and quality patient care

Requirements

Required Qualifications: 

• Experience providing administrative support in a fast-paced environment
• Reputation of the highest integrity
• High emotional intelligence and a pleasant demeanor with exceptional interpersonal skills
• Adjusts quickly to constructive feedback
• Able to take initiative while working with minimal oversight
• High level of professionalism with the ability to maintain sensitive and confidential information
• Comfortable coping with constant interruption
• Physically able to manage interruptions several times throughout the day
• Organized, detail-oriented, and able to manage multiple complex tasks
• Proficient in Microsoft Office applications (Outlook, Power Point, Excel and Word)
• Commitment to the mission, vision, and values of University Health System, Inc.