Administrative Coordinator

Texas Health & Human Services Commission•San Antonio, TX

22d•$3,410 - $4,837•Onsite

About The Position

The Administrative Coordinator provides complex, high-level planning and coordination for the San Antonio State Hospital Administration office within the Health and Specialty Care System. The position manages assignments and executive-level correspondence, establishes processes for administrative functions, prepares reports, assists with budget monitoring and requisitions, and coordinates office procedures, travel, purchasing, inventory, and office space. The role also serves as a lead by guiding staff who perform clerical or administrative work and reviewing documents for quality and accuracy. The position supports daily office operations by preparing correspondence and reports, coordinating meetings, handling travel arrangements and vouchers, tracking assignments and deadlines, responding to inquiries, maintaining filing and records systems, and safeguarding confidential information. It may support disaster response, recovery, or Continuity of Operations activation, which may require an alternate work schedule or location. The role is based at San Antonio State Hospital, is full-time, nonexempt, and not eligible for telework according to the posting details. Some flexibility in work hours, overtime, or extended hours may be required.

Requirements

Three years of experience in management-level administrative support work.
Three years of experience using Microsoft Office products.
Three years of experience preparing and maintaining records, files, and reports.
Knowledge of HHSC policies and the functions and operations of governmental or other large organizational entities.
Knowledge of modern office practices and procedures.
Skill in interpreting policies and procedures.
Skill in computer use and programs such as Microsoft Office.
Skill in professional written and verbal communication.
Skill in organizing, tracking, and developing written and electronic documents.
Skill in building and maintaining effective working relationships.
Skill in planning and organizational activities.
Ability to gather, assemble, correlate, and analyze facts.
Ability to work with complex ideas and competing priorities and maintain attention to detail.
Ability to devise solutions to problems and maintain confidential information.
Ability to set up and maintain complex filing systems.
Ability to prioritize and complete multiple tasks within tight deadlines.
Ability to communicate effectively and courteously with staff and the public by telephone, email, and in person.
Ability to work independently within role expectations and responsibilities.
Ability to process information and develop concise reports, charts, and documents.
Applicants must be at least 18 years old for employment at a state-operated facility.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and applicable registry checks.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required.
Males ages 18–25 must be registered with the Selective Service.

Nice To Haves

Two years of customer service experience preferred (the posting states “Three (2) years’ experience”).
Associate’s degree preferred.

Responsibilities

Prepare correspondence, reports, and documents with limited supervision.
Arrange staff travel, review travel documentation, process and track travel vouchers, monitor expenditures, and prepare monthly reports.
Schedule meetings and conference calls; notify participants; assist with agendas and materials; take notes when needed; track follow-up tasks; and arrange related travel when necessary.
Create electronic and hard-copy communications, charts, graphs, and tables using Microsoft Office and other installed software.
Analyze, prioritize, and distribute incoming email and identify pending assignments and issues requiring leadership attention.
Track assignments, special projects, reports, and deliverables in applicable systems; distribute assignments promptly and follow up to ensure deadlines are met.
Coordinate and consolidate responses, ensuring documents are clear, concise, and grammatically correct.
Prepare assignment reports, including reports on HHSC Pro Card purchases and Centralized Billing Account Cards when assigned as card holder, while following budget and reporting requirements.
Respond to or facilitate responses to complex inquiries about applicable administrative rules, regulations, policies, and procedures.
Answer and screen telephone calls, interpret policies and procedures or refer inquiries to appropriate staff, communicate program information, alert the Director to sensitive inquiries, and document and distribute messages.
Provide guidance to area staff performing clerical or administrative work.
Proofread, prepare, and edit documents for grammar, format, responsiveness, clarity, and brevity; compile and edit research and prepare data, graphs, and charts when required.
Develop, coordinate, and maintain filing systems and retrieve information while protecting confidential information.
Establish administrative processes for supply inventory and purchasing requests in accordance with policy, best practices, and budget limitations.
Maintain accessible hard-copy and electronic files, disseminate materials as requested, and maintain records as required by the Texas State Library.
Participate in or support disaster response, recovery, or Continuity of Operations activation as assigned; this may involve a different shift pattern or location.
Attend work regularly and perform other duties as assigned.