Overview
Departmental HR Associate (Sr Administrative Associate) Jobs in Austin, TX at University of Texas at Austin
Under general supervision of the Director of Community Health Services, the Executive Administrative Assistant will provide comprehensive executive management support for the Division by providing clerical support, receiving clients/patients and visitors, arranging travel and correspondence, and scheduling meetings. Act as the point of contact for the Division, between the executives and internal/external customers. Upholds the principles of WIHCC’s Vision, Mission, and Value Statements. Maintains confidentiality of all privileged information at all times.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
Essential Duties & Responsibilities:
Maintains regular attendance and punctuality.
Types and prepares various correspondence, reports, manuals, tables, and meeting minutes for Division of Community Health Services meetings as well as any additional WIHCC teams or committees.
Receives all incoming correspondence and reviews, coordinates and prepares outgoing correspondence and reports ensuring accuracy and timeliness.
Provides administrative support to departments within the Division such as Department of Public Health, the Navajo Traditional Practitioner Program, and the Hozhoogo Iina Programs, etc.
Screens calls and visitors for the leadership under the Division and refers to appropriate staff as needed by applying professional telephone etiquette.
Manages functions related to the supervisor’s schedule, travel arrangements accurately by preparing appropriate travel arrangements for leadership and assists staff members for travel and training issues related to official business.
Prepares documents for reimbursement of travel expenses.
Reviews and prepares authorization for payment of invoices and timely follow through to appropriate departments, such as Finance and CEO as needed.
Competently navigates and utilizes financial system of institution for monitoring of the Department’s budget and enters purchase orders accurately.
Coordinates meetings including room reservations, participant notifications and confirmations.
Schedules appointments and makes arrangements for conferences without prior clearance, assembles background materials for supervisor and prepares reports of the proceedings.
Maintains files, including database management and filing.
Establishes and maintains an effective filing and retrieval system.
Compiles, organizes and tracks program data which may include statistical information in support of the organization’s program operations.
Enters information into a variety of automated tracking systems and maintains program specific data to track items such as projects milestones, progress reports, funding and expenditure data.
Serves as the point of contact for updating and educating administrative assistant team members under the Division of Community Health Services on scheduling virtual and in person appointments, coordinates meeting, and scheduled conferences.
Provides guidance to the administrative assistants under the Community Division in providing customer service encounters in routing patients to the appropriate staff, clearing queries, preparing clinic lists, and managing appointments consistently and efficiently.
Guides, assists, and ensures the administrative assistants under the Division of Community Health Services in timely completion and sharing of monthly schedules and program calendars; Timely completion and tracking of work orders and contracts.
Provides guidance to the Administrative Assistants under the Division of Community Health Services in maintaining and operating office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
Maintains all professional nursing licenses for the Division of Community Health Services, CEUs, and/or certifications in accordance to State Board of Nursing requirements and AAAHC standards.
Assists in verification of licensures of all professional nursing staff.
Provides direct assistance to Health & Fitness program by providing various exercise classes.
Requires completion of tasks or duties assigned by a supervisor.
Upholds all principles of confidentiality and patient care to the fullest extent.
Adheres to all professional and ethical behavior standards of the healthcare industry.
Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations.
Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors.
Possesses cultural awareness and sensitivity.
Maintains compliance with all Human Resources requirements.
Performs other duties as assigned.
Minimum Qualifications:
Associates Degree in Business or related field or 60 college credit hours and three to five years’ experience in administrative capacity required. A minimum of two years of progressive secretarial or administrative assistant experience supporting an executive required. Experience with Oracle Financial and RPMS systems and Adobe Creative Cloud applications preferred. Experience with wellness and community programs preferred. Exercise certification preferred. Bilingual skills in English and Navajo language preferred. Must maintain a valid unrestricted and insurable driver’s license. Must successfully pass a background investigation and maintain suitable requirements for a Child Care position. This position is considered as a Child Care position, which requires a satisfactory background check investigation and is subject to the requirements of the Indian Child Protection and Family Violence Prevention Act, as amended (henceforth referred as the ICPFVP Act).
Knowledge, Skills, Ability
Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
Knowledge of records management and basic accounting procedures.
Knowledge of strong work ethics in the workplace.
Knowledge of basic application of confidentiality.
Knowledge of duties and responsibilities of the position.
Knowledge of advanced computer skills, e.g. Outlook, Word, Excel, PowerPoint.
Knowledge of using information technology to improve communication within division – Zoom, WebEx, electronic health record programs such as GUI.
Ability to be dependable in attendance and job performance.
Ability to meet attendance, overtime (if necessary), and other reliability requirements of the job.
Ability to accept and learn from feedback.
Ability to effectively communicate both in written and verbal, to include meeting minutes (draft to final).
Ability to provide exemplary customer service at all times.
Ability to interact positively with others and possess great interpersonal skills.
Ability to multitask and perform well under pressure.
Ability to have self-confidence.
Ability to be a great team player.
Ability to accept and learn from supervisor/peer critique.
Ability to be flexible and adaptable to the changing needs of the organization.
Physical Demands:
While performing the duties of this job, the employee regularly is required to walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand; climb or balance; and stoop, kneel, crouch, or crawl. The employee frequently is required to taste or smell. The employee must occasionally lift and/or move up to 50 pounds.
Work Environment:
Work is performed in an office setting or outdoor work environment with a moderate noise level. Work environment may involve exposure to physical risks, such as blood borne pathogens and operating dangerous equipment or working with chemicals. Evening and/or weekend work may be required. Extended hours and irregular shifts may be required.
As required by P.L. 93-638, absolute preference will be given to qualified Navajo applicants. If there is no qualified Navajo applicant, preference will be given to qualified American Indian applicants.
Title: Departmental HR Associate (Sr Administrative Associate)
Company: University of Texas at Austin
Location: Austin, TX
