Medical Administrative Assistant Jobs

About The Position

Requirements

• High school diploma or GED; higher education may be considered in lieu of minimum requirements.
• Three years of related secretarial or administrative experience.
• Knowledge of computers, office equipment, and administrative tasks.
• Ability to handle complex administrative duties and function as a liaison.
• Ability to coordinate projects and work independently.
• Ability to work with confidential information on a daily basis.
• Customer-service focus.
• Interpersonal and teamwork skills.
• Adaptability and flexibility in response to changes in the work environment.
• Initiative to improve productivity and quality of work.
• Ability to plan and organize work logically and efficiently.

Responsibilities

• Assist with institutional forms for hospital, ambulatory, and TBHC, including creating forms, reviewing existing forms, and recommending improvements for usability, functionality, and compliance.
• Create, revise, and maintain forms using PDF-XChange Editor or Adobe Acrobat Pro, including fillable PDFs, document formatting, version control, and publication-ready files.
• Serve as a contact and resource for forms processes; assess requests and questions received through the resource mailbox.
• Evaluate forms for revision, consolidation, discontinuation, or build in iMed or Epic, or typesetting by the Print Shop.
• Help ensure forms comply with regulations, industry standards, and organizational policies, including requirements for List A forms.
• Maintain the institutional forms master listing and Forms portal for hospital, ambulatory, TBHC, and downtime forms, including publication of approved forms and document maintenance.
• Coordinate with departments and stakeholders to process requests, gather requirements, obtain feedback, and ensure form designs and standards meet operational needs.
• Support the Institutional Forms Committee (Medical Staff Subcommittee) by preparing forms, agendas, meeting materials, and minutes for monthly meetings.
• Notify stakeholders and form users about forms-process changes and form updates.
• Coordinate the forms workflow for new or modified forms, including design, draft, final copy, stakeholder approval, and committee approval.
• Assist with biennial stakeholder reviews of forms.
• Coordinate with Language and Translation Services and the Print Shop for translations, typesetting, distribution setup, and downtime form orders.
• Consult Privacy and/or Compliance when requests raise related issues, and submit forms to Medical Risk Management/Legal Affairs for legal review.
• Verify that forms meet digital accessibility requirements, coordinate remediation, and assist with quality assurance of accessible PDFs before publication.
• Assist with creating or revising forms policies and procedures and maintaining current information on the Forms Management website.
• Provide administrative assistance as needed for coverage and perform other duties as assigned.
• Support hospital, ambulatory, and TBHC downtime forms workflows, including creating, maintaining, tracking, and distributing downtime form kits.
• Relieve the supervisor of administrative duties; coordinate day-to-day office operations and recommend procedural changes.
• Prepare or assist with grant applications, budgets, manuscripts, book chapters, and similar materials, ensuring proper format, grammar, and completeness.
• Liaise with departments such as Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepare online and paper documents.
• Complete and coordinate complex projects and reports involving other departments, outside organizations, and computer software applications.
• Compose or type letters, memorandums, and other nonroutine, moderately complex correspondence that does not require the supervisor's attention.
• Maintain account sub-ledgers and ledgers, review expenditures and encumbrances, reconcile accounts, and ensure appropriate use of funds.
• Plan and coordinate projects and events, including meetings, appointments, conferences, seminars, and workshops; arrange facilities, accommodations, transportation, refreshments, printed materials, event finances, registration fees, and vouchers.
• Take, transcribe, and distribute meeting minutes.
• May transcribe medical or scientific dictation and ensure correct format, grammar, punctuation, and spelling.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage.
• 100% coverage for preventive healthcare with no copay.
• Paid Time Off available day one.
• Retirement Programs through the Teacher Retirement System of Texas (TRS).
• Paid Parental Leave Benefit.
• Wellness programs.
• Tuition reimbursement.
• Public Service Loan Forgiveness (PSLF) Qualified Employer.
• Healthcare, PTO, paid holidays, and on-site childcare are also noted in the employer overview.