Administrative Assistant

About the role

The Administrative Assistant position is a pivotal role within our clerical department, designed to ensure seamless operational support across multiple leaders and departments. This role is based in Houston, TX, and requires a highly organized, detail-oriented professional who thrives in a dynamic, fast-paced environment. The Administrative Assistant will play a critical role in maintaining the efficiency of daily operations while fostering a welcoming and professional atmosphere for both staff and visitors.

Responsibilities

• Provide administrative support to 3-4 leaders/departments, ensuring streamlined communication and operational efficiency.
• Serve as the primary point of contact for visitors and callers, embodying professionalism and courtesy at all times.
• Coordinating special events and projects, contributing to the success of admissions and organizational initiatives.
• Maintain essential office supplies and equipment to support uninterrupted operations.
• Manage and supervise two front desk receptionists, ensuring high standards of service and professionalism.
• Answer incoming calls promptly and courteously, routing them accurately to the appropriate staff member or voicemail.
• Take accurate messages when necessary and ensure timely follow-up.
• Greet visitors warmly and professionally, directing them to their intended destinations.
• Process and distribute lead inquiries accurately and efficiently to Admissions personnel.
• Aid in special admissions events, including open houses, orientations, and high school field trips.
• Perform data entry and support special projects as required.
• Execute direct mail and bulk mail projects to support organizational initiatives.
• Facilitate and proctor admission assessments with precision and compliance.
• Manage local campus purchase orders and maintain accurate records.
• Order and maintain office supplies and student scrub inventory to ensure operational readiness.
• Collect vendor invoices and packing slips for submission to corporate accounting.
• Maintain and replenish copier supplies, including paper, staples, and toner, and order replacements as needed.
• Update and distribute the phone extension list to ensure accurate internal communication.
• Cover maintenance requests with building management to address facility needs promptly.
• Coordinate shipping and receiving of all packages, ensuring proper handling and documentation.

Requirements

• High school diploma or general education degree (GED) required.
• Minimum of two years of experience in an administrative role, demonstrating strong organizational and multitasking abilities.
• Exceptional customer service skills, with a professional and welcoming demeanor.
• Proficiency in managing multiple priorities and supporting diverse teams effectively.
• Strong attention to detail and accuracy in handling administrative tasks and communications.

Qualifications

• Experience in healthcare administration or related field preferred.
• Knowledge of healthcare policies and procedures.
• Experience with Microsoft Office Suite, particularly Outlook and Excel.
• Ability to work independently and manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.

Skills

• Excellent interpersonal and communication skills.
• Strong organizational and time management skills.
• Attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office Suite.

Benefits

• Comprehensive benefits package including medical, dental, vision, life insurance, short-term disability, long-term disability, flexible spending accounts, health savings account, and more.
• 401(k) plan with employer match.
• Paid holidays, floating holiday, mental health day, referral bonus program, tuition assistance program, and more.

Pay

Compensation is commensurate with experience.

Schedule

The schedule is flexible to accommodate professional fulfillment and personal well-being.