Administrative Assistant Full-time (Days)

Overview

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.

Houston Methodist Standard

PATIENT AGE GROUP(S) AND POPULATION(S) SERVEDRefer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.

HOUSTON METHODIST EXPERIENCE EXPECTATIONS

• Provide personalized care and service by consistently demonstrating our I CARE values:
  • INTEGRITY: We are honest and ethical in all we say and do.
  • COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
  • ACCOUNTABILITY: We hold ourselves accountable for all our actions.
  • RESPECT: We treat every individual as a person of worth, dignity, and value.
  • EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.

• Practices the Caring and Serving Model

• Delivers personalized service using HM Service Standards

• Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)

• Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience.

• Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

• Displays cultural humility, diversity, equity and inclusion principles

• Actively supports the organization's vision, fulfills the mission and abides by the I CARE values

Responsibilities

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.