Senior Administrative Assistant

TX-HHSC-DSHS-DFPS • Austin, TX

11d • Onsite

About The Position

Are you an experienced administrative professional who thrives in an environment where being a self-starter, adaptable, detail-oriented and an active contributor to a mission-driven team is valued? Join the Division of Regional and Local Health Operations (RLHO) at the Department of State Health Services (DSHS) as a Senior Administrative Assistant (Administrative Assistant V) and bring your expertise in executive support, coordination and problem-solving to RLHO to deliver senior-level support to executive leadership in a complex, fast-paced environment.
The RLHO division, which includes the eight Public Health Regions, Center for Health Emergency Preparedness and Response, Office of Border Public Health, Texas Center for Infectious Disease hospital, and the RLHO division office, represents one-third of the agency’s employees, with close to 1300 positions located across the state.
The Senior Administrative Assistant (Administrative Assistant V) plays an integral role in daily division operations as part of the RLHO administrative team and works under the limited supervision of the RLHO Administrative and HR Coordinator with considerable latitude for the use of initiative and independent judgment. This position works collaboratively with division staff and others to prioritize and coordinate multiple tasks, projects and deadlines in a fast-paced, highly visible, technology driven environment. The ideal candidate will be a self-starter, able to shift priorities quickly and seamlessly, able to manage multiple priorities and projects, and detail-oriented in the delivery of work products and communication.

Requirements

• High school graduation or GED required.
• Minimum 2 years experience providing general administrative support in an organization required.

Nice To Haves

• Junior/community college/college coursework preferred.
• Minimum 1 year of experience providing administrative support to executive or management level professionals preferred.

Responsibilities

• Provides advanced (senior-level) administrative support and technical assistance to leadership and staff in the RLHO Division Office.
• Coordinates interviews (i.e., communicates with applicants and panel members, schedules and assists with interviews and skills tests); assists managers with new employee onboarding (requests building access, issuance of IT equipment, workspace preparation, etc.) and offboarding (i.e., cancels building access, coordinates the return of IT equipment, cancels IT access, etc.).
• Coordinates the full-spectrum of travel-related needs, including requests, logistics and reimbursements, for Division Office leadership and staff.
• Enters travel requests in eTravel system; coordinates airline, rental car, and hotel reservations; generates itineraries.
• Composes, edits, and proofs correspondence, reports, spreadsheets, presentations, and other documents for Division Office staff.
• May communicate by phone, in person, or via email on behalf of Division Office staff.
• Distributes and tracks assignments; compiles assignment responses; and reports findings to the assignment owner.
• Distributes weekly assignment reminder to RLHO leadership.
• Serves as the primary point of contact for the consumer inquiry and complaint tracking system, maintains division inquiry and complaint logs, and coordinates with appropriate subject matter expert(s), assigns deadlines for responses, coordinates reviews and approvals, and submits responses and reports per agency deadlines.
• Serves as the back-up Records Coordinator and coordinates records management and retention activities for RLHO with the DSHS Records Manager and the HHS Records Management Office.
• Maintains current knowledge of records management policy and procedures, maintains record retention schedules, communicates records management requirements to staff, and attends training and meetings to stay informed of processes, procedures, and changes in policy.
• Maintains the RLHO Division Office Administrative Operations Manual.
• Reviews administrative processes on a regular basis and enters updates as needed to maintain compliance with system and agency policies and procedures.
• Works with the Administrative and HR Coordinator and SSO V to recommend process improvements and implement administrative process changes within the Division Office.
• Coordinates in person and video meetings and webinars for RLHO Division.
• Manages schedules, creates and distributes calendar invitations, secures and prepares meeting space, manages webinar connectivity, prepares or compiles meeting materials, communicates with internal and external speakers/participants, takes and transcribes professional and agency advisory committee meeting minutes, and follows up on after-action items as appropriate.
• Facilitates Microsoft Teams meetings and webinars, including managing meeting roles, screen sharing, recordings, chat functions, breakout features, and real time technical assistance and troubleshooting.
• Performs purchasing functions including researching products and associated price quotes; enters requisitions in CAPPS Financials; tracks and documents associated communications throughout the purchasing process; and confirms receipt of goods/services.
• Provides front desk and reception coverage and answers phone for RLHO Division Office.
• Monitors the RLHO shared mailbox and responds to internal and external requests; orders, maintains, and tracks office supplies, inventory and resources; and submits facilities and maintenance requests for Division office.
• Updates and maintains QuickBase tables or similar database platforms; serves as backup for website content updates; and supports other web based administrative systems.
• Requires a high degree of technical aptitude and ability to learn and adapt to new systems, platforms, and digital tools to meet evolving business needs.
• Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
• This position may be required to work outside of normal business hours during legislative session.

Benefits

• insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED