Infectious Disease Prevention Executive Assistant

TX-HHSC-DSHS-DFPS • Austin, TX

3d • Onsite

About The Position

The Executive Assistant (EA) position offers a dynamic opportunity to support the Deputy Commissioner (DC) and Associate Deputy Commissioner (ADC) for the Infectious Disease Prevention (IDP) Division. This position encompasses a broad scope, including key areas HIV/STD, Tuberculosis (TB), and the Immunization Section, making it a critical part of Division’s leadership team. As the first point of contact representing IDP, the EA plays a vital role in setting a professional and welcoming tone. This role requires someone who is friendly, approachable, and open to continuous learning to effectively navigate the diverse needs of the Division. The EA will coordinate and manage scheduling, track assignments, and ensure seamless communication for the DC and ADC. Additionally, this role emphasizes building strong working relationships with internal and external stakeholders, including the DSHS Executive Team. This position will provide valuable experience in leadership support, confidentiality management, and independent decision-making. The EA fosters growth through hands-on responsibilities and allows the development of key organizational and interpersonal skills in a collaborative and independent work environment.

Requirements

• Knowledge of office practices and procedures.
• Knowledge of DSHS and HHSC policies and procedures for travel.
• Knowledge of records management development and coordination.
• Knowledge of Open Records process and procedures.
• Skill in the use of computers and programs such as Microsoft Outlook, Word, Excel, PowerPoint, Visio and/or SharePoint.
• Skill in working in an office supporting several staff members.
• Skill in scheduling and coordinating meetings.
• Sill in developing and maintaining filling and record keeping systems.
• Skill in calendar management.
• Skill in effectively organizing, tracking, and developing written and electronic documents.
• Ability to maintain confidential information.
• Ability to prioritize and complete multiple tasks within tight deadlines.
• Ability to understand and interpret pertinent policies and procedures accurately and clearly.
• Ability to communicate effectively orally and in writing.
• Ability to organize, track and prioritize tasks.
• Ability to deal effectively and courteously with staff and the public through telephone, email, and personal contact.
• Ability to work independently and under limited supervision.
• Ability to work cooperatively in a team environment.
• Experience with Microsoft Office Suite is required.
• High-school diploma required.
• Experience scheduling, coordinating meetings, and managing daily calendars for executives is required.

Nice To Haves

• Experience with senior level administrative support or office management is preferred.
• Experience with records management is preferred.

Responsibilities

• Maintains calendars for the Deputy Commissioner (DC) and the Associate Deputy Commissioner’s (ADC). Schedules and coordinates for both calendars by making daily, weekly and monthly adjustments and works with counterparts to ensure there are no double-bookings and meetings accommodate executive leadership schedules. Ensure there are adequate breaks, travel time and additional preferences while maintaining their highly demanding schedules.
• Prepares meeting materials, agendas, binders and reports using Microsoft Word, Forms, Excel, Visio, PowerPoint, and SharePoint to ensure meeting preparedness.
• Submits requisitions for supplies, training, conferences and software on behalf of the division office while also being the requisition subject matter expert for the division to ensure timely and accurate completion of requisitions to meet yearly deadlines.
• Ensures accurate supply, conference and training budgeting by working with the Division Financial Analyst.
• Processes travel for the DC and ADC as needed and provides adequate coordination for such events.
• Prepares organizational charts and phone lists monthly to ensure accurate information is reported internally.
• Maintains accurate contact information for all key members of the division to ensure DC and ADC can contact individuals in a timely manner.
• Assists with interviewing processes by scheduling appropriately to ensure availability and efficiency for the DC and ADC.
• Assists with onboarding of new employees to provide a smooth transition into the division.
• Serves as the point of contact for all requests coming through to the division and is responsible for submitting IT requests, facilities requests, badge and phone requests, yearly calendar and conference room reservation requests on behalf of the division.
• Coordinates division events requested by the DC and ADC.
• Coordinates, monitors, and tracks all division assignments, legislative reports, and memoranda needing DC and ADC approval to ensure timely completion.
• Maintains a comprehensive electronic and paper files/records system.
• Other duties as assigned may include actively participating during a disaster response and/or recovery effort, serving in a supporting role during a disaster response and/or recovery effort, and assisting in work to maintain continuity of operations of the agency during a disaster response and/or recovery effort. Such participation may require an alternate shift pattern assignment and/or location.

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