Administrative Assistant, Case Management

About the Role

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.

Key Responsibilities

• People:
• Receive and screen visitors and telephone calls in a professional and courteous manner, handling general inquiries.
• Take accurate messages with date, time, name, number, and information, determining the nature of each call and prioritizing.
• Maintain assigned calendar(s).
• Schedule and coordinate meetings, conferences, WebEx/conference calls, special events, appointments, and travel arrangements.
• Keep leader(s) informed of schedule changes prior to meetings or appointments.
• Service:
• Perform administrative tasks specific to the department, which may include preparing complicated documents and maintaining databases.
• Access information from databases to prepare reports.
• Prepare and transcribe meeting minutes, correspondence, forms, reports, and other written communications, ensuring accuracy and completeness.
• Maintain department record systems for accurate files.
• Independently prepare, with management review and approval, computer-generated slides and/or handouts.
• Assist with the preparation and maintenance of department organizational charts and policy and procedures.
• Quality/Safety:
• Perform basic data monitoring/maintenance for the department with minimal supervision.
• Ensure quality and timely execution of deliverables.
• Coordinate deadlines related to multiple deadlines, including reports and presentations.
• Participate in performance improvement activities to support department/entity goals.
• Finance:
• Use resources efficiently and avoid wasting supplies.
• Maintain adequate copier/printer paper and toner, and beverage and other inventory items as appropriate.
• Manage time effectively and prioritize daily tasks, minimizing incidental overtime.
• Utilize time efficiently and assist other team members.
• Initiate service calls for office equipment (copy machine, fax machine, printers, etc.) and follow up to ensure timely maintenance/repairs.
• Assist with routine equipment troubleshooting such as paper jams and ink cartridge replacement.
• Growth/Innovation:
• Identify and assume responsibility for own learning needs and seek continuing education opportunities.
• Complete and update the individual development plan (IDP) on an ongoing basis.
• Ensure career discussions occur with appropriate management.
• Offer innovative solutions through participation in performance improvement projects and activities.
• Follow up on action items to ensure completion of assignments.

Requirements & Tech Stack

• Tools & Technologies:
• Mail services
• Telephone
• E-mail accounts
• Photocopiers
• Internet sources
• Personal computer
• Appropriate software packages
• Microsoft Office software programs (including Word, Excel, PowerPoint)
• Basic office equipment
• Skills & Abilities:
• Demonstrates skills and competencies necessary to safely perform assigned job duties.
• Sufficient proficiency in speaking, reading, and writing the English language.
• Ability to effectively communicate with patients, physicians, family members, and co-workers 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.
• Possesses 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.
• Proficient in spelling, punctuation, grammar, and other English language skills.

Qualifications

• Education:
• High School diploma or equivalent education (e.g., GED, verification of homeschool equivalency, partial or full completion of post-secondary education).
• Associate's degree required, or an additional two years of experience (in addition to minimum experience requirements) in lieu of a degree.
• Experience:
• None specified.

Work Attire

• Business professional