Administrative Assistant

JOB SUMMARY

The Administrative Assistant provides essential administrative and clerical support to the Department. This role supports the organizations mission of improving the health and well-being of underserved Texans by ensuring smooth daily operations, accurate documentation, and timely coordination of tasks. The Administrative Assistant assists with scheduling, meeting preparation, data entry, and departmental communications. This position requires strong attention to detail, organizational skills, and the ability to support multiple priorities in a fast-paced, mission-driven environment.

JOB SPECIFICATIONS AND CORE COMPETENCIES

• Administrative & Clerical Support

• Provides general administrative support including scheduling, filing, copying, scanning, and correspondence.
• Prepares meeting agendas, basic reports, and routine communications.
• Maintains organized departmental files and documentation.

• Departmental Coordination

• Assists with tracking deadlines, follow-up items, and departmental tasks.
• Supports communication between Administrative Operations and internal teams.
• Helps coordinate routine workflows and operational processes.

• Meeting & Event Support

• Schedules meetings, reserves rooms, and prepares materials.
• Affords assistance with coordination for trainings, staff meetings, and small events.

• Data Entry & Documentation

• Enters data accurately into spreadsheets, logs, and tracking systems.
• Supports preparation of departmental reports and audit documentation.

• Administrative Processes

• Assists with invoice processing, supply ordering, and basic procurement tasks.
• Ensures compliance with organizational policies and documentation standards.

• Executive Administration Float Support

• Provides basic, limited support to the Executive Administration team during brief, unplanned absences of the Executive Assistant.
• Tasks may include simple scheduling, prepare standard meeting materials, and assist with routine communications.

QUALIFICATIONS

• Education/Specialized Training/Licensure

• High school diploma or GED required.
• Associate's or Bachelor's degree in Business Administration, Communications, or related field preferred.
• Training in customer service, business writing, or office systems.

• Work Experience (Years and Area)

• Minimum 3-5 years of administrative or clerical support experience.
• Experience in administrative support, including document preparation, scheduling, and records management.
• Experience supporting departmental operations or leadership.
• Experience in healthcare, managed care, or regulated environments.
• Experience supporting small workgroups or coordinating tasks.

• Software Proficiencies

• Microsoft 365: Outlook (calendar scheduling, meeting coordination, room booking via outlook)
• Word, Excel (basic functions)
• Teams.
• SharePoint/OneDrive (file storage, document access, version control, and basic collaboration)
• Adobe Acrobat: (viewing, and basic editing, combining, conversion)
• Familiarity with an enterprise HCM system (data entry, travel/expense support, procurement entry)
• Familiarity with enterprise time management systems and ticketing tools like UKG & ServiceNow
• Basic familiarity with AI tools such as Microsoft CoPilot for drafting and summarization

INTERPERSONAL SKILLS

• Communicates clearly and professionally with team members and internal partners, both verbally and in writing.
• Demonstrates tact, courtesy, and strong customer service orientation in all interactions.
• Works effectively as part of a team and contributes to a collaborative work environment.
• Builds and maintains positive working relationships with colleagues and internal stakeholders.
• Listens actively and responds appropriately to direction, feedback, and requests.
• Manages routine interactions with professionalism and escalates issues as appropriate.