Administrative Assistant (Entry-Level), Family & Community Medicine

About the position

Works under general supervision to provide secretarial and clerical support for day to day operations in department or division office. The Administrative Assistant provides essential support in submitting forms and coordinating activities with various departments including Telecommunications, Physical Plant, Purchasing, and Accounting. The role also involves managing department schedules in Qgenda, drafting and typing correspondence, and assisting with projects and events. This position is crucial in supporting the day-to-day operations of the department and ensuring smooth communication and efficient workflow.

Responsibilities

• Transcribes dictation that may involve use of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.
• Types correspondence, memorandums, grants, manuscripts, book chapters, etc. from complex rough drafts, which may involve special formats and complicated footnotes.
• Composes letters, memorandums, and other non routine correspondence for supervisor's signature.
• Processes and submits online forms; pays invoices.
• Coordinates meetings and conferences for supervisor or other staff members.
• Makes appointments and maintains supervisor's calendar; makes travel and hotel reservations for supervisor or other staff members.
• Receives, screens, and directs visitors as required; answers and makes telephone calls; transfers calls, takes messages, or answers questions as necessary, including patient related calls and appointments.
• Receives, sorts, and distributes incoming mail; makes copies; faxes documents; makes deliveries on and off campus.
• Completes moderately complex projects and reports as requested by supervisor using word processing, spreadsheet, or database applications.
• Retrieves articles from Library; makes copies, including performing online library searches.
• Maintains various files and records for operating unit, which may include vacation/sick leave, personnel files, etc.; handles confidential and sensitive information in appropriate manner.
• Performs other duties as assigned.

Requirements

• High School Diploma or GED.
• 2 years of related secretarial/administrative experience.
• May consider higher education completed in lieu of minimum requirements.

Nice-to-haves

• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and prioritize efficiently.
• Ability to work independently and collaboratively with different departments.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage.
• 100% coverage for preventive healthcare - no copay.
• Paid Time Off, available day one.
• Retirement Programs through the Teacher Retirement System of Texas (TRS).
• Paid Parental Leave Benefit.
• Wellness programs.
• Tuition Reimbursement.
• Public Service Loan Forgiveness (PSLF) Qualified Employer.