Administrative Assistant - Austin

 
Position: Administrative Assistant - Austin

Job ID: 164073

Location: US-TX-Austin

Department: AUS N ADMIN

Talent Area: Administrative Support

Full/Part Time: Full-Time

Regular/Temporary: Regular

Shift: 8am-5pm

About Texas Children's Hospital

Texas Children’s has been expanding in Austin since March 2018, when we opened Texas Children’s Urgent Care West Gate, providing high quality pediatric-focused care after hours and on weekends. There are now more than 10 Texas Children’s Pediatric primary care practices in the greater Austin area bringing world-class pediatric services to children and their families. Our Specialty Care Center in Austin includes a multidisciplinary group of pediatric specialists committed to providing comprehensive care across a wide spectrum of services, including allergy and immunology, cardiology, ophthalmology, rheumatology, pulmonology, neurology, and more. Set to open in 2024, the North Austin Campus will be a 52 bed, 365,000 square foot hospital for children and women. The hospital and its 170,000 square foot adjacent outpatient building will be designed, equipped, and staffed exclusively to provide care in more than 25 areas of specialty care for children and women. North Austin facilities include emergency center rooms, outpatient exam rooms, radiology rooms, operating rooms, acute care beds, pediatric, cardiovascular, and neonatal intensive care units, as well as women’s services and a fetal center.   Our thoughtful expansion into Austin will help support a pediatric population of more than half a million and keep kids healthy and happy from birth to adulthood. To join our community of 14,000+ dedicated team members, visit texaschildrenspeople.org. You can also learn more about our amazing culture at infinitepassion.org. At Texas Children’s Hospital, diversity, equity, and inclusion are at the core of our values and mission for the women and children that we serve. We are committed to providing a diverse and inclusive work environment for all faculty, staff, and learners throughout our organization. We believe that each member of our one amazing team provides enrichment that allows us to create a lasting legacy for future employees of this great organization.   Texas Children’s is proud to be an equal opportunity employer. All applicants and employees are considered and evaluated for positions at Texas Children's without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.  

Summary:

We are searching for an Administrative Assistant -- someone who works well in a fast-paced setting. In this position, you will provide direct administrative support for multiple leaders, one of which must include primary support to a director or a physician in a leadership level that is approved by the Physician Compensation Executive Committee (PCEG).

 

Think you’ve got what it takes?



Responsibilities :

  • Conduct yourself in a professional, courteous manner on an on-going daily basis
  • Schedule and maintain calendar, ensuring that it is current and accurate as directed by supervisor
  • May coordinate and schedule surgeries
  • Coordinate events, and conferences including preparation of itineraries and travel accommodations as directed by supervisor
  • Prepare and/or assist with the preparation of computer-generated slides and/or hand-outs for the department and assist with the preparation of various publications according to graphics standards
  • Format all correspondence in accordance with current graphics standards set by the Hospital within current graphics standards set by the Hospital within current grammar and secretarial practices
  • Type and proofread letters, memos, reports, meeting notices, meeting agendas, meeting minutes for review by the Director and Managers checking for accuracy and completeness and then correctly finalizes all documents for copying, distribution, and filing
  • Ensure inventories of major supplies are never depleted in area
  • Prepare and submit vendor contract renewals or new contract initiations for the department
  • Create annual Purchase Orders requests to use for vendor payments
  • Ensure that requests are handled in a swift manner to avoid interruption of services (such as patient flow, and departmental and external communication)
  • Open and review leader's incoming mail daily
  • Distribute mail to staff members or other departments
  • Prepare and send mail
  • Maintain departmental Organizational Charts, Departmental Forms, Department Intranet Website and/or Policy and Procedures
  • Serve as timekeeper for the department


Qualifications:

  • Being fully vaccinated against COVID-19, including any booster dose(s) of the COVID-19 vaccine recommended by the Centers for Disease Control when eligible, is required for all employees at Texas Children’s, unless approved for a medical or religious exemption.
  • High school diploma or equivalent required
  • Bachelor’s degree preferred
  • 3 years administrative support experience required


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