Front Desk Administrative Assistant

Texas Health Action•Austin, TX

3h•Onsite

About The Position

Texas Health Action (THA) is a community-informed non-profit organization dedicated to providing access to culturally affirming, quality health services in a safe and supportive environment, with expertise in serving LGBTQIA+ people and those impacted by HIV. Kind Clinic proudly serves Texas with four vibrant locations: two in Austin, one in San Antonio, and another in Dallas plus virtual care services available to all residents across Texas. Bolstered by Waterloo Counseling Center and a passionate team of over 250 dedicated employees and volunteers, THA is at the forefront of promoting healthcare equity and accessibility throughout the state. The Administrative Assistant is often the first person our visitors and staff meet, helping set a welcoming tone for the building each day. This role opens the building each morning by 9AM, so a consistent, on-site schedule Monday through Friday is essential; occasional weekend hours may be needed for special events or building needs, with advance notice whenever possible. We're looking for someone with a genuine commitment to service, strong multi-tasking skills, and the ability to stay calm and respond with appropriate urgency in emergencies or stressful moments.

Requirements

High School Diploma or GED required.
A minimum of two years of customer service experience is required.
Microsoft Office Skills with an ability to become familiar with company specific programs or software.
Must have basic PC skills that include a combination of working in a Windows Operating System and Microsoft Outlook, Word, and Excel.
Understands the importance of maintaining confidentiality; able to maintain confidentiality under HIPAA standards.
Must have the ability to exercise a high degree of diplomacy and tact; excellent customer services and interpersonal communication skills; Cultural sensitivity and demonstrated ability to work with diverse people groups.
Well-developed verbal and written communication skills in English; Additional language abilities desirable.
Ability to work well under pressure with minimal supervision.
Ability to effectively interact with persons of widely diverse roles, backgrounds, cultures, and socio-economic classes, those in crises or resistant or negative toward organizations.
Ability to apply time management practices to prioritize, schedule and complete work effectively to comply with mandated policies and deadlines.
Ability to work on multiple tasks or parts of tasks simultaneously to ensure timely completion of work activities.
Must be able to work productively with other departments and employees.
Ability to work with professionals from various partners and organizations.
Must be able to work and concentrate amidst distractions such as noise, conversation, and foot traffic; ability to handle interruptions often and be able to move from one task to another.
Ability to express and exchange ideas via spoken word during activities in which they must convey detail or important spoken instructions to others accurately, sometimes quickly and loudly.
Hearing to perceive the nature of sound with no less than 40 db loss @ Hz, 1000 Hz, and 2000 Hz with or without correction; ability to perceive detailed information orally and make fine discriminations in sound.
Perform repetitive motions with wrists, hands, and fingers.
Individual must be able to exert up to 75 pounds of force occasionally and to be able to lift, carry, push, pull, or otherwise move objects.
Work requires a minimum standard of visual acuity with or without correction that will enable people in the role to complete administrative and clerical tasks, as well as inspect and analyze.

Nice To Haves

Bachelor’s Degree or equivalent work experience preferred but work experience can substitute for education preference.
Experience in healthcare preferred but not required.
Experience with LGBTQIA+ and/or other marginalized communities a strong plus.
Bilingual Spanish proficiency strongly preferred.

Responsibilities

Welcome guests and help them navigate through the building.
Assist with email, telephone, or face-to-face inquiries handling sensitive information in a confidential matter.
Ensure building entry areas, common spaces, and meeting rooms are tidy, safe, and fully functional.
Purchase supplies, sort mail, and receive deliveries.
Maintain building security by ensuring access systems are functional and that building users have the appropriate levels of access.
Interface with vendors that provide custodial, repair, and other maintenance services.
Submit payment requests and keep updated records of costs and expenses.
Coordinate scheduling of meetings, meeting rooms, and other reservable building spaces.
Perform data entry for reports, correspondence, or database maintenance.