Executive Assistant I

About the role

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others who are dependable, trustworthy, hard workers who believe in the value of teamwork?

HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of ten psychiatric hospitals, two youth residential treatment facilities, and thirteen state supported living centers. Psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based.

Responsibilities

• Provides executive-level administrative assistance to the Superintendent.
• Evaluates requests and inquiries to determine priority matters and alerts the Superintendent accordingly.
• Prepares advance daily meeting materials and keeps files organized for ready retrieval.
• Maintains electronic and hard copy filing and record-keeping systems.
• Ensures effective management of the Superintendent’s schedule and monitors the calendar in Microsoft Outlook.
• Interacts frequently via telephone, email, and Teams with employees and agency administrative and division offices.
• Coordinates, schedules, and prioritizes internal and external appointments, meetings, and conference calls for the Superintendent.
• Organizes and prepares for meetings, including gathering documents, travel arrangements, and reimbursement requests; prepares handouts and other materials.
• Manages action items for the Superintendent to ensure timely approval of contracts, reports, correspondence, and HR-related documents.
• Logs and tracks all documents that require the Superintendent’s signature.
• Assists in the coordination and tracking of various administrative assignments and/or activities within the hospital.
• Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail, correspondence, grants, contracts, and other administrative documents in a timely, efficient, and confidential manner.
• Prepares and coordinates all travel arrangements for the Superintendent through the department’s e-Travel system, ensuring compliance with agency and division policy.
• Offers technical advice and assistance to division personnel in administrative policy and procedure matters.
• Performs purchasing for the facility using CAPPs financial system, approved vendors, and state of Texas purchasing policies.
• Provides backup administrative assistance to other executive staff and employees within the office, as needed.
• Participates as a member of the support staff team, assisting other executives.
• Trains and counsels new staff on policies associated with the Superintendent’s office and HHSC/HSCS procedures.
• Attends a limited number of meetings and provides written recaps to attendees.
• Actively participates and/or serves in a supporting role to meet agency obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation, which may require alternate shift patterns, extended shifts, or overtime.

Requirements

• Minimum of five years of experience providing high-level administrative support to executive leadership within the last ten years.
• Two years’ experience developing processes and procedures for complex administrative organizations.
• Two years’ experience creating travel arrangements and reimbursement (experience may run concurrently).

Knowledge, Skills and Abilities

• Knowledge of agency administrative policies and procedures.
• Knowledge of Microsoft Office products: Word, Outlook, Excel, Visio, PowerPoint, etc.
• Knowledge of state records retention policies and procedures.
• Skills in responsible office management, organizing, time management, and planning.
• Skill in developing goals and objectives; problem-solving techniques; and development of procedures to monitor and evaluate progress.
• Ability to analyze complex work problems and make decisions affecting the operation of administrative functions.
• Ability to communicate effectively with diverse staff and the general public, both orally and in writing.
• Ability to work effectively with agency personnel and the public.
• Ability to work independently, gather information from a variety of sources, and synthesize detailed information into simpler terms.
• Ability to work on multiple projects with frequent deadlines.
• Ability to assign, delegate, and coordinate work assignments of others.
• Ability to proofread and edit for grammatical content.
• Ability to keep the Superintendent organized and informed of deadlines, commitments, and decisions.
• Ability to establish and maintain effective, positive working relationships with supervisors and co-workers while maintaining confidentiality.
• Ability to adapt to a fast-paced dynamic work environment.

Benefits

• 100% paid employee health insurance for full-time eligible employees.
• Defined benefit pension plan.
• Generous time off benefits.
• Numerous opportunities for career advancement.

Pay

$3,700.00 – $5,372.41 per month (salary group TEXAS-B-17).

Schedule

Full-time, regular position; day shift (first shift). Up to 5% travel may be required. Position is not eligible for telework.