Administrative Assistant V

Texas Health & Human Services Commission•Austin, TX

1d•$4,398 - $5,372•Onsite

About The Position

Under the supervision of the Architectural Review Unit (ARU) Manager, the Administrative Assistant V independently oversees all stakeholder inquiries and is the liaison for the Unit with other intra-agencies. With considerable latitude for the use of initiative and independent judgement, this position performs quality indicator reviews regarding correspondence and communications for the Unit. This position performs daily complex technical assistant (senior level) consultation to external stakeholders and educates them on both the application process and inspection process as it relates to general and special hospitals, limited services rural hospitals (LSRH), private psychiatric hospital and crisis stabilization units (PPH&CSU), ambulatory surgical centers (ASC), end stage renal dialysis (ESRD) facilities, and freestanding emergency medical care (FEMC) facilities within the multiple licensing programs of the Architectural Review Unit. Administrative Assistant V processes and disseminates inspection reports to stakeholders and tracks their plan of corrections to comply with agency deadlines. Performs highly advanced (senior level) administrative support work, including ordering. Collaborates with management in planning, developing, and implementing architectural review program operations, policies, and procedures. Works under minimal supervision with considerable latitude for the use of initiative and independent judgment.

Requirements

Valid Class C (or higher) Texas driver’s license is required.
Proficient in Microsoft Word, Outlook, TEAMS, SharePoint, Excel programs, and PowerPoint; preferred knowledge in Salesforce and Access software.
Proficient in effective verbal communication and composing and editing high level written documents with accuracy.
Knowledge of quality improvement practices and office practices and administrative procedures.
Skill in assessing, planning, implementing, evaluating, and managing complex projects and initiatives.
Skill in delegating tasks, prioritizing their workload, and monitoring the output.
Skill in effectively facilitating productive meetings and training others.
Skill in tactfully and diplomatically interacting within the team and with external groups to foster an environment of continuous improvement and maintain effective working relationships.
Skill in working independently without close supervision and performing with a high degree of diligence and correctness.
Experience in the use of Microsoft Word, Excel, Outlook, PowerPoint, and virtual meeting software programs.
Experience preparing and proofreading administrative reports, studies, or specialized projects.
Valid driver’s license required.

Nice To Haves

preferred knowledge in Salesforce and Access software.

Responsibilities

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties assigned. Works cooperatively with agency staff, Unit Managers and HHSC Regulatory Services Division.
Analyzes stakeholder inquiries daily and responds, tracks and routes incoming calls and emails for the Unit. Validates staff’s response to stakeholder inquiries in the required timeframe. Teach staff on intake tracking system. Tracks frequently asked questions (FAQ) and develop, maintains, and distributes the FAQ list to stakeholders. Responds to inquiries regarding administrative regulations, policies, and procedures to public, staff, and other HHSC agencies. Coordinates technical and administrative support functions including proofreading and editing reports and memos, filing, and is responsible for all certified mail, mail distribution, copying, and flow of information both internally and externally. (25%)
Complies, reviews, proofreads, and disseminates architectural correspondence for intermediate and final construction inspection statement of deficiencies to the stakeholders. Complies procedures, draft outline, creates easily searchable Unit’s procedure and policy electronic manual. Maintains the unit’s procedure manual by collecting, reviewing, and editing data from staff to write new procedures. Writes and distributes program reference materials and brochures. Complies and edits master spreadsheets of licensees, stakeholders, and design firms. (25%)
Monitors and assigns plan of corrections (POC) for inspection reports. Performs quality indicator work reviews relating to accuracy, timeliness, completeness, and professionalism of the POC. Complies both written reports and graphs of internal performance measures. Creates and maintains a database of active POC. Develops and ensures that program forms, letters, and other documents are current and accurate. (20%)
Coordinates, schedules, and monitors feasibility conferences. Coordinates and participates in routine internal staff meetings by preparing and distributing meeting agendas. Writes and disseminates weekly meeting minutes. Works with staff to identify and resolve technical and complex issues and provides training. Acquires training needs and resource materials for inspector survey documents. Prepare technical project summaries containing analyses of lessons learned. Serves as liaison to state and federal agencies for coordinating emergency disaster reporting. Communicates clearly and accurately with others (internally and externally) to provide, exchange, and verify information. (15%)
Performs administrative edits to data in charts and databases. Maintains current knowledge in relevant areas as evidenced by working knowledge of applicable standards, rules and techniques. Attends workgroup meetings. Completes special assignments as assigned by Unit manager. Performs other duties as assigned for smooth daily operations and management objectives. Maintains effective working relationships being tactful and professional within our interdisciplinary team and with external groups to foster an environment of continuous improvement. Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. (15%)