ADMINISTRATIVE ASSISTANT III - PREMATURITY PREVENTION - Public Health

About the role

Provides administrative support to the Healthy Texas Babies initiative, assisting with coordination of projects involving local coalitions, community and healthcare partners, and academic partners.

Responsibilities

• Provides administrative support to the Healthy Texas Babies grant and the Infant Health Network.
• Assists with projects to support local coalitions, healthcare provider communications, and community outreach.
• Assists in grant reports and applications.
• Coordinates appointments, meetings, and training schedules for grants and local coalitions.
• Maintains the database of local contacts.
• Serves as the liaison for coalition members, maintaining appropriate public relations.
• Composes routine correspondence including letters, memos, notes, and minutes.
• Coordinates meeting arrangements.
• Provides phone support, takes messages, makes copies, and compiles training materials and manuals.
• Processes invoices and determines funding.
• Prepares court communications.
• Researches and makes purchases for the grant.
• Gathers annual budget information and assists with budget tracking and analysis.
• Assembles data and prepares reports as needed.
• Organizes and maintains files for grants and coalitions.
• Operates office equipment including telephone, computer, copier, fax, scanner, and laminator.
• Coordinates social media and web content for the coalition.
• Serves on department committees as assigned.
• Performs all other related duties as assigned.

Requirements

• High school diploma or equivalent.
• Five years of experience dealing with the public and business or health community.
• Some college or business school preferred.
• Bilingual preferred.
• Word processing and spreadsheet skills.
• Ability to draft reports, letters, and memorandums.
• Excellent interpersonal skills to interface with various organizations and departments both internally and externally.
• Ability to deal with vendors to obtain quotes and other vital information.
• Strong problem-solving and time management skills.
• Strong customer service skills and ability to work with distractions and multitask.
• Valid driver’s license and liability insurance.

Physical Demands and Work Environment

• Regularly required to bend, carry, climb stairs, hear, keyboard, lift below the waist, lift between waist and shoulder, lift to the side/twist, tolerate noise, tolerate hot temperatures, reach, perform repetitive tasks, negotiate rough or uneven surfaces, see far, see near, sit, stand, talk, use hands, drive a vehicle, walk, work alone and with others, and work overtime.