Administrative Assistant - Medical Services

GULF COAST REGIONAL BLOOD CENTER

New Posting!

Location: 1400 La Concha Houston, TX 77054

Position Title: Administrative Assistant - Medical Services

Join our team of heroes!

Are you looking for more than a job? We are hiring a professional and results-oriented Executive Assistant to join our team.

Reporting to the Chief Medical Officer (CMO), this position provides advanced support to physicians and staff within the Medical Services department and associated divisional support (i.e. Quality Assurance/PMO Departments). This role is responsible for professionally managing a wide range of administrative support-related tasks; including but not limited to, managing calendars, scheduling and coordinating meetings, creating documents and presentations, managing expense reports and supporting various projects. The ideal professional will be able to work independently with little to no supervision in a fast-paced environment while proving to be highly resourceful, proactive and efficient. The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organization skills, and the ability to balance multiple priorities. Must be able to maintain strong interpersonal relationships with employees at all levels of the organization as well as external stakeholders.

This role is great for those who enjoy using their talents to add value to critical operations.

JUST FOR YOU:

• Career advancement opportunities.
• Competitive compensation and benefits package.
• Texas Medical Center location with free parking.
• Engaging and exciting opportunity to SAVE LIVES.

In this role, you will:

• Carries out routine executive administrative assistant duties to include serving as Recording Secretary for the Quality Assurance Committee and Institutional Review Board.
• Schedules meetings, takes minutes, prepares presentations, performs filing/managing of documents, including regulatory and compliance correspondence.
• Performs inventory and office supply management and purchasing.
• Updates and processes submissions, renewals and amendments made with the Office for Human Research Protections (OHRP) and Institutional Review Board (IRB) as needed.
• Acts as a liaison for CMO and Medical Director with vendors, stakeholders and others as needed.
• Documents expenditures, maintains receipts and submits proper expense documentation monthly on behalf of the CMO and Medical Director in accordance with the Expense Reimbursement Policy.
• Coordinates on-site visits for laboratory director according to CLIA requirements.
• Tracks and routes all incoming validations and investigations for medical staff signatures and delivers to the appropriate departments in a timely manner.
• Ensures arrangements are made and set up in an orderly fashion for all meetings concerning divisional support, including itineraries and catering arrangements.
• Ensures that meeting files (relevant correspondence, reports, and hotel/travel confirmations) are kept current and submitted in advance of meetings.
• Maintains detailed electronic calendars for business appointments and meetings. Creates and modifies appointments to accommodate business associates, altered meeting schedules, and unexpected emergencies.
• Drafts correspondences for Chief Medical Officer (CMO) and Medical Director.
• Maintains current files with curriculum vitae, current medical licenses, continuing medical education information, CLIA delegation information, and other key data for CMO and Medical Director.
• Assists on projects as needed.
• Additional duties as assigned.

We need someone who has:

• Associate's degree or equivalent from an accredited two-year college or technical school or equivalent work experience. Strong medical terminology knowledge and business acumen; and a minimum three years administrative experience supporting medical operations; OR an equivalent combination of education and experience in the health care or administrative assistant field.

• Self-starter and professional decorum
• Exceptional computer skills. Proficient in Microsoft Office, Excel, and PowerPoint. Able to create databases, charts, spreadsheets.
• Exceptional communication skills, both oral and written.
• Exceptional attention to detail, quality, and accuracy.
• Ability to manage multiple projects and prioritize own work.
• Experience in data analysis and budget management administration
• Strong project-reporting skills, with focus on interdepartmental communication
• Demonstrate ability in managing multiple calendars, generating correspondence, maintaining hard copies.
• Detailed oriented to capture electronic files, planning and coordinating annual corporate meetings, and scheduling acumen.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to operate a computer and other office machinery and remain in a stationary position. The employee must frequently lift and/or move up to 10 pounds. Employees are required to be familiar with and abide by the team lift requirements as specified in the Safety Program in an effort to prevent bodily injury and for the health and safety of others.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Think you have what it takes to save lives with us? We want to hear from you.

EQUAL OPPORTUNITY EMPLOYER STATEMENT

The Blood Center is an Affirmative Action/Equal Employment Opportunity Employer. Qualified applicants for positions are considered without regard to race/ethnicity, color, religion, national origin, age, pregnancy, sex, sexual orientation, gender identity, transgender status, military status, protected veteran status, disability status, genetic testing results or any other basis or characteristic prohibited by applicable law, statute, regulation or Executive Order.