Executive Assistant to Director of Acute Care and Hospital Finance

TX-HHSC-DSHS-DFPS•Austin, TX

5d•$4,523 - $7,254•Hybrid

About The Position

The Executive Assistant to either the Director of Provider Finance (Executive Assistant III) performs highly advanced (senior level) professional assistance work for the Director of Hospital and Acute Care Finance in the Provider Finance Department. The Executive Assistant will set up conference calls and meetings; manages calendars, meetings, and conferences, reserve rooms as needed, develops trip itineraries and presentation materials, and coordinates air and ground travel for the Director and Deputy Director of Hospital and Acute Care Finance; and communicates objectives, tasks, and decisions to staff on behalf of the Director or Deputy Director of Hospital and Acute Care. The Executive Assistant will aid senior department staff on the acute care, hospitals, payments or local funds teams with general human resources management actions, and oversee the preparation of reports, correspondence, studies, forms, manuals, and publications. The Executive Assistant will work in collaboration with the Deputy Director of Hospital and Acute Care Finance’s staff to coordinate administrative responsibilities, administrative practices, and to formulate policies. The position will report directly to the Director of Hospital and Acute Care Finance. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgement.

Requirements

Knowledge of office management principles, practices, and standard clerical and administrative procedures.
Knowledge of rules relating to confidential information and open records.
Skill in Microsoft outlook, word and basic excel.
Ability to manage calendar and maintain organization of document deliverables/timelines.
Graduation from an accredited 4-year college or university OR at least 4 years of work experience in an office setting as an Executive Assistant or Administrative Assistant.
Experience providing executive level or senior level administrative support that includes handling confidential, sensitive, or privileged information.

Nice To Haves

Knowledge of State of Texas travel rules and regulations is preferred.

Responsibilities

Manages calendar and organizes e-mails to flag priority items that require a response. Tracks deadlines and pending items that the Director or Deputy Director of Hospital and Acute Care Finance need to address.
Tracks and routes for approval by the Director and Deputy Director of Hospital and Acute Care Finance variance reports, correspondence, studies, forms, manuals, publications; communicates objectives, tasks, and decisions to staff related to those documents on behalf of the Director and Deputy Director of Hospital and Acute Care Finance.
Oversee certain purchasing activities, including professional membership renewals, subscriptions services, contracts with consultants, and supplies. Assists with budget preparation and expenditure tracking for the department.
Schedule meetings and reserve conference rooms for the Director or Deputy Director of Hospital and Acute Care Finance.
Oversee general administrative office duties, including assisting senior department staff with general human resources management actions. Ensures department compliance with HHSC administrative and human resources policy and procedures.
Provides back-up administrative assistance to the Director of Acute Care Services, Director of Hospital Services, Director of Local Funds and/or the Director of Payments, as needed. Provides technical assistance as needed regarding office procedures and the preparation of documents.
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 stakeholder meetings, advisory committee meetings, rate hearings, or other events as needed. Such participation may require an alternate shift pattern assignment and/or location.