Senior Administrative Assistant - Hospital Medicine

About the role

The primary purpose of the Senior Administrative Assistant is to provide complex administrative and secretarial support to assigned faculty in the Department of Hospital Medicine. This position will facilitate assisting with the onboarding of faculty, advanced practice providers, and clinical specialists for hospital medicine.

Responsibilities

• Facilitate assisting with the onboarding of faculty, advanced practice providers, and clinical specialists for hospital medicine.
• Use independent judgement, problem solving, prioritization of tasks, and independent planning and implementation of projects.
• Ensure maintenance of clinical certifications that are required for providers to deliver revenue-generating patient care functions.
• Manage faculty calendars while appropriately communicating with faculty of any date and time conflicts, confirmation of completed requests, and meeting reminders.
• Provide comprehensive administrative/secretarial support to include assistance with manuscripts, CV, and abstracts.
• Manage and update curriculum vitae monthly in the institutional system.
• Create, edit, and format presentations and compile reports as needed.
• Maintain physician's licenses and certifications.
• Submit faculty time off requests to WebSchedule.
• Track annual extramural per assigned faculty.
• Prepare and coordinate travel itineraries for assigned faculty within the Concur System Database and ensure timely submissions for reimbursement expense reports.
• Submit reimbursements, monitor, and balance the PRS budget activity per assigned faculty.
• Reviews, manages and reconciles Faculty expenditures and use of PRS Development Funds on tracking system to verify accuracy and to resolve errors.
• Partners with the DOIM Shared Services to maintain and upload supply chain documents received for purchases made or services performed comparing company/center report expenses.

Requirements

• High School Diploma or Equivalent
• Required: 5 years Administrative/secretarial experience.
• Required: 3 years Required experience with Associate's degree.
• Required: 1 year Required experience with Bachelor's degree.

Qualifications

• Strong financial and organizational skills, including budget monitoring, expense reconciliation, purchasing processes, and compliance with institutional policies.
• Detail-oriented, resourceful, and able to manage multiple priorities while providing exceptional customer service and building effective working relationships across diverse teams.
• Ability to independently coordinate projects and ensure timely completion of key initiatives contributes to the overall success of the department and faculty they support.

Skills

• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office Suite.
• Experience with Concur and WebSchedule systems.
• Knowledge of institutional policies and procedures.

Benefits

• Paid employee medical benefits (zero premium)
• Group Dental, Vision, Life, AD&D and Disability coverage
• Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals
• Paid institutional holidays, wellness leave, childcare leave and other paid leave programs
• Tuition Assistance Program after six months of service
• Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans
• Employer paid life, AD&D and an illness-related reduced salary pay program
• Health Savings Account and Dependent Care Reimbursement flexible spending accounts
• Fertility benefits
• State of Texas longevity pay
• Extensive wellness, recognition, fitness, employee health programs and employee resource groups.