Administrative Assistant- Center for Complex Medicine

About the Role

The Administrative Assistant provides high-level support to the Vice President and Executive Director of the Center for Complex Medicine (CCM) and serves as the primary contact for the COE. This role requires strong organizational skills, discretion, and the ability to manage complex situations with tact. The ideal candidate will be proactive, resourceful, and comfortable working independently with minimal supervision.

Responsibilities

• Manages planning and execution of meetings for the VP and Executive Director, including coordinating group meetings, preparing agendas and packets, and ordering food.
• Attends meetings and captures detailed minutes.
• Ensures all materials and equipment for meetings and presentations are prepared and functional.
• Plans and coordinates official gatherings and business/social events for the CCM.
• Processes expense reimbursements for the VP and Executive Director.
• Makes travel arrangements, including detailed written itineraries, and follows up to ensure seamless execution.
• Maintains hard copy and electronic files for easy retrieval.
• Responds to calls and complaints, ensuring appropriate handling or assignment.
• Greets guests and manages phone communications with excellent customer service.
• Fosters a team atmosphere and supports colleagues to create a culture of mutual respect and continual improvement.
• Serves as backup to UT Hospitalist support staff when needed.
• Processes mail for the CCM.
• Maintains supply inventory for the CCM.
• Performs other duties as assigned by CCM leadership or physicians.

Requirements

• Experience providing administrative support in a fast-paced environment.
• High integrity and emotional intelligence with a pleasant demeanor and exceptional interpersonal skills.
• Ability to adjust quickly to constructive feedback and take initiative with minimal oversight.
• High level of professionalism and ability to maintain sensitive and confidential information.
• Comfortable coping with constant interruptions and managing them efficiently.
• Strong organizational skills, attention to detail, and ability to manage multiple complex tasks.
• Proficiency in Microsoft Office applications (Outlook, PowerPoint, Excel, and Word).
• Commitment to the mission, vision, and values of University Health System, Inc.

Benefits

• Full benefits package, including PTO, sick leave, medical, dental, vision, short-term disability (STD), long-term disability (LTD), and life insurance.
• 401(k) with company match and immediate vesting.

Schedule

Monday–Friday, with evenings and weekends free.