Houston Methodist
Administrative Assistant - Emergency Department - Days
Houston Methodist, Sugar Land, Texas, United States, 77479
Overview
At Houston Methodist, the Administrative Assistant position is responsible for coordinating and maintaining the daily operations of support for the department and ensuring that accountable deadlines are met in a timely and professional manner. Responsibilities for this position include performing routine secretarial and administrative duties which include screening telephone calls, receiving and directing visitors; may resolve routine inquiries. The Administrative Assistant position may schedule and maintain calendar of appointments, meetings and travel itineraries and coordinate related arrangements. This position may also be responsible for assisting with department payroll, maintaining financial records and facilitating communication between departments; may also prepare and distribute minutes of meetings. The Administrative Assistant position performs their tasks using mail services, telephone, e-mail accounts, photocopiers, and internet sources. This position operates a personal computer and appropriate software packages or its equivalent and assists in routine department activities.
Houston Methodist Standard
PATIENT AGE GROUP(S) AND POPULATION(S) SERVEDRefer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.HOUSTON METHODIST EXPERIENCE EXPECTATIONSProvide personalized care and service by consistently demonstrating our I CARE values:
INTEGRITY: We are honest and ethical in all we say and do.COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.ACCOUNTABILITY: We hold ourselves accountable for all our actions.RESPECT: We treat every individual as a person of worth, dignity, and value.EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.
Practices the Caring and Serving ModelDelivers personalized service using HM Service StandardsProvides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience.Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given jobDisplays cultural humility, diversity, equity and inclusion principlesActively supports the organization's vision, fulfills the mission and abides by the I CARE valuesResponsibilities
PEOPLE ESSENTIAL FUNCTIONS
Receives and screens visitors and telephone calls in a professional and courteous manner and handles general inquiries. Takes complete messages with accurate date, time, name, number and information which includes determining the nature of each call and prioritizing.Maintains assigned calendar(s). Schedules/coordinates meetings, conferences and WebEx/conference calls, special events, appointments and travel arrangements and keeps leader(s) informed of schedule change prior to meeting or appointment.Provides contributions towards improvement of department scores for employee engagement on department scorecard, i.e. peer-to-peer accountability.SERVICE ESSENTIAL FUNCTIONS
Performs administrative tasks and duties specific to department being supported, which may include preparing complicated documents, maintaining databases, accessing information from databases in order to prepare reports, etc.Prepares and transcribes meeting minutes, correspondence, forms, reports, and other written communications as required. Is accountable for ensuring accuracy and completeness through attention to detail. Maintains department record systems to uphold accurate files.Independently prepares, with management review and approval, computer-generated slides and/or hand-outs for the department. Assists with the preparation and maintenance of department organizational charts and policy and procedures, ensuring most current documents are available for department leader(s) and staff.QUALITY/SAFETY ESSENTIAL FUNCTIONS
Performs basic data monitoring/maintenance for the department with minimal supervision. Ensures quality and timely execution of deliverables. Coordinates deadlines related to multiple deadlines including but not limited to reports and presentations.Participates in performance improvement activities to support department/entity goals.FINANCE ESSENTIAL FUNCTIONS
Uses resources efficiently; does not waste supplies. Maintains adequate copier/printer paper and toner; beverage and other inventory items as appropriate. Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.Initiates office equipment (copy machine, fax machine and printers, etc.) service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner. Assists with routine equipment troubleshooting such as paper jams, ink cartridge replacement, etcGROWTH/INNOVATION ESSENTIAL FUNCTIONS
Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management.Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments.
This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.
Qualifications
EDUCATION
High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)Associate's degree required or additional two years of experience (in addition to the minimum experience requirements listed below) required in lieu of degreeWORK EXPERIENCE
NoneLicense/Certification
LICENSES AND CERTIFICATIONS - REQUIRED
N/AKSA/ Supplemental Data
KNOWLEDGE, SKILLS, AND ABILITIES
Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluationsSufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or securityAbility to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principlesAbility to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environmentExhibits organizational and critical thinking skillsAbility to create graphs and spreadsheetsPossesses excellent customer service skillsAbility to operate basic office equipmentDemonstrates ability to work alone and with a teamKnowledge of Microsoft Office software programs, including Word, Excel, PowerPointProficient in spelling, punctuation, grammar and other English language skillsSUPPLEMENTAL REQUIREMENTS
WORK ATTIRE
Uniform NoScrubs NoBusiness professional YesOther (department approved) NoON-CALL**Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.
On Call* NoTRAVEL****Travel specifications may vary by department**
May require travel within the Houston Metropolitan area NoMay require travel outside Houston Metropolitan area No
Company Profile
Since 1998, Houston Methodist Sugar Land Hospital has been serving Fort Bend and the surrounding counties. Residents have come to rely on a level of compassionate care and leading-edge technology that was once available only in the Texas Medical Center. Houston Methodist Sugar Land Hospital tied for No. 4 in Houston and No. 6 (three-way tie) in Texas in U.S. News & World Report's best hospital rankings in 2020. With 316 operating beds, 24 operating rooms and over 2,400 employees, Houston Methodist Sugar Land Hospital was designed to provide comprehensive, personalized care for the community.
At Houston Methodist, the Administrative Assistant position is responsible for coordinating and maintaining the daily operations of support for the department and ensuring that accountable deadlines are met in a timely and professional manner. Responsibilities for this position include performing routine secretarial and administrative duties which include screening telephone calls, receiving and directing visitors; may resolve routine inquiries. The Administrative Assistant position may schedule and maintain calendar of appointments, meetings and travel itineraries and coordinate related arrangements. This position may also be responsible for assisting with department payroll, maintaining financial records and facilitating communication between departments; may also prepare and distribute minutes of meetings. The Administrative Assistant position performs their tasks using mail services, telephone, e-mail accounts, photocopiers, and internet sources. This position operates a personal computer and appropriate software packages or its equivalent and assists in routine department activities.
Houston Methodist Standard
PATIENT AGE GROUP(S) AND POPULATION(S) SERVEDRefer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.HOUSTON METHODIST EXPERIENCE EXPECTATIONSProvide personalized care and service by consistently demonstrating our I CARE values:
INTEGRITY: We are honest and ethical in all we say and do.COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.ACCOUNTABILITY: We hold ourselves accountable for all our actions.RESPECT: We treat every individual as a person of worth, dignity, and value.EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.
Practices the Caring and Serving ModelDelivers personalized service using HM Service StandardsProvides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience.Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given jobDisplays cultural humility, diversity, equity and inclusion principlesActively supports the organization's vision, fulfills the mission and abides by the I CARE valuesResponsibilities
PEOPLE ESSENTIAL FUNCTIONS
Receives and screens visitors and telephone calls in a professional and courteous manner and handles general inquiries. Takes complete messages with accurate date, time, name, number and information which includes determining the nature of each call and prioritizing.Maintains assigned calendar(s). Schedules/coordinates meetings, conferences and WebEx/conference calls, special events, appointments and travel arrangements and keeps leader(s) informed of schedule change prior to meeting or appointment.Provides contributions towards improvement of department scores for employee engagement on department scorecard, i.e. peer-to-peer accountability.SERVICE ESSENTIAL FUNCTIONS
Performs administrative tasks and duties specific to department being supported, which may include preparing complicated documents, maintaining databases, accessing information from databases in order to prepare reports, etc.Prepares and transcribes meeting minutes, correspondence, forms, reports, and other written communications as required. Is accountable for ensuring accuracy and completeness through attention to detail. Maintains department record systems to uphold accurate files.Independently prepares, with management review and approval, computer-generated slides and/or hand-outs for the department. Assists with the preparation and maintenance of department organizational charts and policy and procedures, ensuring most current documents are available for department leader(s) and staff.QUALITY/SAFETY ESSENTIAL FUNCTIONS
Performs basic data monitoring/maintenance for the department with minimal supervision. Ensures quality and timely execution of deliverables. Coordinates deadlines related to multiple deadlines including but not limited to reports and presentations.Participates in performance improvement activities to support department/entity goals.FINANCE ESSENTIAL FUNCTIONS
Uses resources efficiently; does not waste supplies. Maintains adequate copier/printer paper and toner; beverage and other inventory items as appropriate. Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.Initiates office equipment (copy machine, fax machine and printers, etc.) service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner. Assists with routine equipment troubleshooting such as paper jams, ink cartridge replacement, etcGROWTH/INNOVATION ESSENTIAL FUNCTIONS
Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management.Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments.
This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.
Qualifications
EDUCATION
High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)Associate's degree required or additional two years of experience (in addition to the minimum experience requirements listed below) required in lieu of degreeWORK EXPERIENCE
NoneLicense/Certification
LICENSES AND CERTIFICATIONS - REQUIRED
N/AKSA/ Supplemental Data
KNOWLEDGE, SKILLS, AND ABILITIES
Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluationsSufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or securityAbility to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principlesAbility to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environmentExhibits organizational and critical thinking skillsAbility to create graphs and spreadsheetsPossesses excellent customer service skillsAbility to operate basic office equipmentDemonstrates ability to work alone and with a teamKnowledge of Microsoft Office software programs, including Word, Excel, PowerPointProficient in spelling, punctuation, grammar and other English language skillsSUPPLEMENTAL REQUIREMENTS
WORK ATTIRE
Uniform NoScrubs NoBusiness professional YesOther (department approved) NoON-CALL**Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.
On Call* NoTRAVEL****Travel specifications may vary by department**
May require travel within the Houston Metropolitan area NoMay require travel outside Houston Metropolitan area No
Company Profile
Since 1998, Houston Methodist Sugar Land Hospital has been serving Fort Bend and the surrounding counties. Residents have come to rely on a level of compassionate care and leading-edge technology that was once available only in the Texas Medical Center. Houston Methodist Sugar Land Hospital tied for No. 4 in Houston and No. 6 (three-way tie) in Texas in U.S. News & World Report's best hospital rankings in 2020. With 316 operating beds, 24 operating rooms and over 2,400 employees, Houston Methodist Sugar Land Hospital was designed to provide comprehensive, personalized care for the community.