Our client, a well-respected Texas State Agency, is seeking a Senior Administrative Assistant to join it's team for a 6 month contract within their Health Division.
With the Health Division, you'll be joining a passionate team of self-motivated change agents united by
our mission: driving to design the delivery of high-quality healthcare for nearly three-quarters of a million
active and retired Texas public educators. The healthcare industry is complex and we're a team of
problem-solvers who are up for the challenge. With a focus on innovation and collaboration to catalyze
the market, we spend nearly $4 billion annually on healthcare to make a difference in our members' lives.
Position Summary
The Senior Administrative Assistant is responsible for providing administrative support, including
event planning, calendar assistance, and clerical work. The employee will respond to both internal and
external correspondence and inquiries, maintain databases, policies, and procedures, and coordinate on
site events. This position will proactively work with Health staff, agency employees, and external vendors.
Key Accountabilities
Description
Calendar and Event Support • Responds to scheduling requests for meetings with both internal
and external partners. • Communicates quickly and professionally to all inquiries. • Coordinates with conference spaces, IT, and facilities to ensure
the success of events. • Prepare materials such as agendas, printed slide decks, and any
other physical materials required for events. • Exercises independent decision making around prioritizing
meeting schedules when scheduling key meetings for the Health
Division. • Organize internal Health Division meetings, like monthly birthday
events and quarterly division meetings % of Time Spent 40%
Administrative Support • Coordinate and execute travel requests and expense reports for the
Health Division. • Arrange schedules for traveling staff, including members of the
leadership team. • Facilitate requisition requests for conferences, trainings, certification,
and other purchases as needed. • Reconcile requisition requests monthly. • Create and maintain internal processes and procedures. • Manage permissions and site contents of Health Division
SharePoint. • Help maintain calendar of events for Health Division. 40%
General Office Support • Performs general office duties including ordering supplies, making
copies, faxing documents, and typing and processing forms,
correspondence and other documents. • Maintains department office supplies and paper goods, including
letterhead, publication inserts and envelopes. • Greets office visitors. • Completes special projects as needed. • Other duties as assigned. 20%
Knowledge, Skills, and Abilities
Knowledge of: • General office practices and administrative procedures. • Privacy laws and standards.
Skills in: • Organizing and prioritizing work to manage a high-volume workload in a fast-paced environment
and in completing detailed work assignments while meeting daily deadlines. • Time management around handling multiple tasks simultaneously with different levels of priority. • Attention to detail to ensure accuracy in tasks such as high-level correspondence, scheduling,
and document preparation. • Effective verbal and written communication • Providing quality customer service.
Ability to: • Independently work and manage schedule to effectively accomplish routine and special tasks
and projects.
Minimum Required Qualifications
Required Education • Bachelor's degree in Business Administration or a related field.
Required Experience • Three (3) years of full-time directly related progressively responsible administrative or general
office experience. • Two (2) or more years of managing executive's calendars.
Required Registration, Certification, or Licensure • None
Preferred Qualifications • Experience working within or supporting finance or healthcare functions. • Proficiency in Microsoft products like Outlook and Excel. • Experience maintaining SharePoint site(s).