Houston Methodist

Nonprofit academic medical center with hospitals

Administrative Assistant - Human Resources

Administrative SupportConfirmed live in the last 24 hours

Full-timeBaytown, TX, USANo salary listedIn-person

About the Job

Requirements

A high school diploma or equivalent education is required.
An Associate’s degree is required, or an additional two years of experience beyond the minimum experience requirements may be substituted for the degree.
Demonstrates the skills and competencies necessary to safely perform the assigned job, as determined through ongoing skills, competency assessments, and performance evaluations.
Sufficient proficiency in speaking, reading, and writing English to perform the essential job functions, especially activities affecting patient or employee safety or security.
Ability to communicate effectively with patients, physicians, family members, and coworkers using a customer-service focus and positive language principles.
Ability to prioritize, shift tasks frequently and quickly, and adapt to a rapidly changing environment.
Organizational and critical-thinking skills.
Ability to create graphs and spreadsheets.
Customer-service skills.
Ability to operate basic office equipment.
Ability to work independently and with a team.
Knowledge of Microsoft Office programs, including Word, Excel, and PowerPoint.
Proficiency in spelling, punctuation, grammar, and other English-language skills.

Responsibilities

Coordinate and maintain the department’s daily support operations and ensure deadlines are met in a timely and professional manner.
Perform routine secretarial and administrative duties, including screening telephone calls, receiving and directing visitors, and resolving routine inquiries.
Schedule and maintain calendars of appointments, meetings, and travel itineraries, and coordinate related arrangements as needed.
Assist with department payroll, maintain financial records, facilitate communication between departments, and prepare and distribute meeting minutes as needed.
Use mail services, telephone, email, photocopiers, internet sources, a personal computer, and appropriate software to assist with routine department activities.
Receive and screen visitors and telephone calls professionally and courteously, handle general inquiries, take complete messages, determine the nature of calls, and prioritize them.
Maintain assigned calendars; schedule and coordinate meetings, conferences, WebEx and conference calls, special events, appointments, and travel arrangements; and inform leaders of schedule changes before meetings or appointments.
Contribute to improving department employee-engagement scores through activities such as peer-to-peer accountability.
Perform department-specific administrative duties, which may include preparing complex documents, maintaining databases, and retrieving database information to prepare reports.
Prepare and transcribe meeting minutes, correspondence, forms, reports, and other written communications; ensure accuracy and completeness; and maintain department records and files.
Prepare computer-generated slides and handouts independently, subject to management review and approval; assist with maintaining department organizational charts and policies and procedures, ensuring current documents are available to leaders and staff.
Perform basic department data monitoring and maintenance with minimal supervision; ensure deliverables are completed accurately and on time; and coordinate deadlines for reports, presentations, and other work.
Participate in performance-improvement activities supporting department and entity goals.
Use resources efficiently, maintain copier and printer supplies and other appropriate inventory, manage time and priorities, minimize incidental overtime, and assist team members.
Initiate service calls for office equipment and follow up on maintenance and repairs; perform routine troubleshooting such as resolving paper jams and replacing ink cartridges.
Identify learning needs, pursue continuing education, maintain an individual development plan, and ensure career discussions occur with appropriate management.
Offer solutions through participation in performance-improvement projects and activities, and follow up on action items to ensure assignments are completed.

At Houston Methodist, the Administrative Assistant position is responsible for coordinating and maintaining the daily operations of support for the department and ensuring that accountable deadlines are met in a timely and professional manner. Responsibilities for this position include performing routine secretarial and administrative duties which include screening telephone calls, receiving and directing visitors; may resolve routine inquiries. The Administrative Assistant position may schedule and maintain calendar of appointments, meetings and travel itineraries and coordinate related arrangements. This position may also be responsible for assisting with department payroll, maintaining financial records and facilitating communication between departments; may also prepare and distribute minutes of meetings. The Administrative Assistant position performs their tasks using mail services, telephone, e-mail accounts, photocopiers, and internet sources. This position operates a personal computer and appropriate software packages or its equivalent and assists in routine department activities.

FLSA STATUS
Non-exempt

QUALIFICATIONS

EDUCATION

High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)
Associate’s degree required or additional two years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree

EXPERIENCE

None

SKILLS AND ABILITIES

Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment
Exhibits organizational and critical thinking skills
Ability to create graphs and spreadsheets
Possesses excellent customer service skills
Ability to operate basic office equipment
Demonstrates ability to work alone and with a team
Knowledge of Microsoft Office software programs, including Word, Excel, PowerPoint
Proficient in spelling, punctuation, grammar and other English language skills

ESSENTIAL FUNCTIONS

PEOPLE ESSENTIAL FUNCTIONS

Receives and screens visitors and telephone calls in a professional and courteous manner and handles general inquiries. Takes complete messages with accurate date, time, name, number and information which includes determining the nature of each call and prioritizing.
Maintains assigned calendar(s). Schedules/coordinates meetings, conferences and WebEx/conference calls, special events, appointments and travel arrangements and keeps leader(s) informed of schedule change prior to meeting or appointment.
Provides contributions towards improvement of department scores for employee engagement on department scorecard, i.e. peer-to-peer accountability.

SERVICE ESSENTIAL FUNCTIONS

Performs administrative tasks and duties specific to department being supported, which may include preparing complicated documents, maintaining databases, accessing information from databases in order to prepare reports, etc.
Prepares and transcribes meeting minutes, correspondence, forms, reports, and other written communications as required. Is accountable for ensuring accuracy and completeness through attention to detail. Maintains department record systems to uphold accurate files.
Independently prepares, with management review and approval, computer-generated slides and/or hand-outs for the department. Assists with the preparation and maintenance of department organizational charts and policy and procedures, ensuring most current documents are available for department leader(s) and staff.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

Performs basic data monitoring/maintenance for the department with minimal supervision. Ensures quality and timely execution of deliverables. Coordinates deadlines related to multiple deadlines including but not limited to reports and presentations.
Participates in performance improvement activities to support department/entity goals.

FINANCE ESSENTIAL FUNCTIONS

Uses resources efficiently; does not waste supplies. Maintains adequate copier/printer paper and toner; beverage and other inventory items as appropriate. Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.
Initiates office equipment (copy machine, fax machine and printers, etc.) service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner. Assists with routine equipment troubleshooting such as paper jams, ink cartridge replacement, etc

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management.
Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments.

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

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

ON-CALL*

*Note that employees may be required to be on-call during emergencies (ie. 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

Work Shift:

1 - Day (United States of America)



Job Category:

Non-clinical

Houston Methodist Baytown Hospital brings the expertise and latest technology of Houston Methodist to Baytown and surrounding counties. The skilled and compassionate physicians, nurses and staff provide unsurpassed medical care in a close-to-home, state-of-the-art facility. Houston Methodist Baytown is committed to meeting the needs of its growing community through the ongoing facilities master plan expansion project, which includes a new, expanded emergency department, a five-story patient tower, outpatient center, renovated Cancer Center, neonatal intensive care unit and the addition of technologically advanced operating rooms.


Houston Methodist is an Equal Opportunity Employer.

About the Company

Houston Methodist

Nonprofit academic medical center with hospitals

Houston Methodist is a nonprofit academic medical center and hospital system in the Houston area. It delivers fee-for-service care through eight hospitals, focusing on cancer, heart and vascular care, transplantation, neurosciences, orthopedics, and digestive disorders, and treats thousands of international patients. The system combines patient care with research, education, and philanthropy through the Houston Methodist Hospital Foundation, with its flagship at the Texas Medical Center and partnerships with Weill Cornell Medicine, Texas A&M, and Rice University that support programs like EnMed and a broad clinical trials network via the Houston Methodist Research Institute. Its goal is to improve patient outcomes by providing high-quality medical care while expanding research, education, and collaborative clinical programs.

Company size: 10,001+
Company stage: Not listed
Total funding: Not listed
Headquarters: Houston, TX
Founded: 2008

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