Senior Administrative Assistant (Construction Services)

A Brief Overview
 

Performs a variety of administrative tasks to support one or more leaders. Maintains an organized and efficient working environment. Requires a proactive approach to the role and is resourceful in problem solving.

What You Will Do
 

• Provide administrative support to other leaders as requested. This includes activities such as scheduling and arranging meetings, handling telephone calls, assisting visitors, coordinating/assisting with special projects, developing power point presentations, drafting correspondence, handling specialist requests, processing office supply orders, etc.
• Administrative process of construction procurement - contract, invoice, and PO entry. 
• Manage complex travel schedules; includes reserving flights and hotel rooms for multiple travel destinations utilizing assigned travel agency and online platforms. Adapts to any changes in travel reservations and makes proactive decisions based on leaders travel preferences and prepares a complete trip itinerary; ensures related expense reports are entered per UH policy.
• Track staff calendars including timekeeping (Kronos) activities for the department.
• Coordinate Staff Meetings and Departmental functions.
• Assist with daily and weekly operational activities as well as special projects.
• Provide administrative support and coordination for an extensive network of external advisors and consultants, including: scheduling on-site meetings and teleconferences; invoice review/submission using the SSI/Markview system; and logistical arrangements for travel and accommodation.
• Attend pertinent meetings to take minutes and distribute as needed.
• Manage reports out of STATIT, PowerBI or any additional platform to assist with the completion of leadership presentations.
• Provide additional administrative support as needed within the department.

Additional Responsibilities
 

• Performs other duties as assigned.
• Complies with all policies and standards.
• For specific duties and responsibilities, refer to documentation provided by the department during orientation.
• Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients. Annual training, the UH Code of Conduct and UH policies and procedures are in place to address appropriate use of PHI in the workplace.

Education
 

• High School Equivalent / GED (Required) and
• Bachelor's Degree (Preferred)

Work Experience
 

• 5+ years experience in an administrative position (Required) and
• Previous experience in hospital operations or healthcare (Preferred)
• Previous experience in construction (Strongly Preferred) 

Knowledge, Skills, & Abilities
 

• Detail-oriented and organized, with good analytical and problem solving ability. (Required proficiency)
• Notable client service, communication and relationship building skills. (Required proficiency)
• Ability to function independently and as a team player in a fast-paced environment. (Required proficiency)
• Must have strong written and verbal communication skills. (Required proficiency)
• Excellent typing skills. (Required proficiency)
• Demonstrated ability to use PCs, Advanced Microsoft Office suite knowledge, and knowledge of general office equipment (i.e., printers, copy machine, FAX machine, etc.). (Required proficiency)
• Oracle, Kronos, STATIT, PowerBI and CPM (Preferred proficiency)

Physical Demands
 

• Standing Occasionally
• Walking Occasionally
• Sitting Constantly
• Lifting Rarely up to 20 lbs
• Carrying Rarely up to 20 lbs
• Pushing