Administrative Assistant Job Description
ABOUT TEXAS HEALTH INSTITUTE
Texas Health Institute is an independent, non-profit, non-partisan public health institute with a mission to advance the health of all. Since 1964, we have served as a trusted, leading voice on public health and healthcare issues in Texas and the nation. Our expertise, strategies, and nimble approach makes us an integral and essential partner in driving systems change efforts. Through our three pronged approach of research, translation, and collaborative action we work across and within sectors to lead collaborative efforts and facilitate connections to foster systems that provide the opportunity for everyone to lead a healthy life.
As the public health institute in Texas we are also a member of the National Network of Public Health Institutes which is a social, financial and information network, connecting more than 8,000 subject-matter experts with organizational partners across the nation.
TITLE: Administrative Assistant
REPORTS TO: Chief Operations Officer
BASIC FUNCTION: Responsible for administrative support for the Mountain States Regional Genetics Network (MSRGN) project and provide support for THI’s Management team and operations of THI.
MAJOR RESPONSIBILITIES/TASKS
Duties specific to MSRGN Project
Duties specific to Operations Assistant
POSITION REQUIREMENTS, KNOWLEDGE, SKILLS & ABILITIES:
NOTE: These requirements represent minimum levels in order to perform the job on a satisfactory basis. Candidates must have the ability to satisfactorily perform the essential functions of the job.
Supervisory Responsibility: None
Knowledge and Experience:
Travel required – Minimum travel. (possibly 2 trips per year)
Skills and Abilities:
To Apply:
Thank you for your interest in the Administrative Assistant position.
Please complete and submit the attached THI job application along with your CV and cover letter. Please include all the documents listed above into one PDF attachment and email to swilkie@texashealthinstitute.org.
All documents must be received in order for your application to be considered.
Subject line: Attn: Administrative Assistant Application
Position will be open until August 14, 2020. Position start date is September 2020. Only qualified candidates who meet the minimum requirements will be contacted.
Texas Health Institute is an independent, non-profit, non-partisan public health institute with a mission to advance the health of all. Since 1964, we have served as a trusted, leading voice on public health and healthcare issues in Texas and the nation. Our expertise, strategies, and nimble approach makes us an integral and essential partner in driving systems change efforts. Through our three pronged approach of research, translation, and collaborative action we work across and within sectors to lead collaborative efforts and facilitate connections to foster systems that provide the opportunity for everyone to lead a healthy life.
As the public health institute in Texas we are also a member of the National Network of Public Health Institutes which is a social, financial and information network, connecting more than 8,000 subject-matter experts with organizational partners across the nation.
TITLE: Administrative Assistant
REPORTS TO: Chief Operations Officer
BASIC FUNCTION: Responsible for administrative support for the Mountain States Regional Genetics Network (MSRGN) project and provide support for THI’s Management team and operations of THI.
MAJOR RESPONSIBILITIES/TASKS
Duties specific to MSRGN Project
- Schedules meetings, webinars, and conference calls and relates and distributes invites to the events.
- Updates calendar and MSRGN website.
- Organizes and maintains updated MSRGN listservs, guided by input from MT.
- Tracks attendance and prepares meeting minutes for MT calls.
- Helps compile, edit, and submit all grant related reports, including progress and mid-year reports and metrics.
- Helps gather, track, and enter data for grant evaluation measures.
- Maintains up to date documentation of state team projects/activities and MSRGN roster.
- Distributes, mails and tracks resources.
- Verifies regional clinic and services information annually.
- Facilitates posting of content to social media guided by Management Team.
- Coordinates webinars including scheduling, tracking of attendance, facilitating speakers and coordinating CEU documentation.
- Participate in all MSRGN management team calls and HRSA calls, as able.
- Send State team call reminders with zoom, agenda and minutes attached.
- Process state team invoices, travel expenses, reimbursements, and other MSRGN expenses
- Assist as requested with coordination of travel, accommodations, and logistics for Genetics Summit.
- Upload files, webinars, recordings to YouTube guided by input from MSRGNManagement Team.
- Survey Monkey survey creation and tracking of data guided by Management Team.
- Other duties as requested.
Duties specific to Operations Assistant
- Work closely with Chief Operations Officer to oversee and coordinate daily business operations.
- Proactively recommend and implement process improvements to increase productivity and reduce duplication.
- Provide support to THI Management to improve performance and work efficiency.
- Demonstrates continual effort to improve operations, decrease follow-up times, streamline work processes, and work cooperatively and jointly with staff and contractors to insure THI branding.
- Other duties as requested.
POSITION REQUIREMENTS, KNOWLEDGE, SKILLS & ABILITIES:
NOTE: These requirements represent minimum levels in order to perform the job on a satisfactory basis. Candidates must have the ability to satisfactorily perform the essential functions of the job.
Supervisory Responsibility: None
Knowledge and Experience:
- Excellent verbal and written communication skills
- Website management and social media
- Proficient in all Microsoft Office applications, including Word, Excel, Outlook and PowerPoint. Excellent computer skills are essential.
- Ability to multi-task and work on multiple projects with various staff members simultaneously and successfully time manage
- Experience with managing continuing education is preferred
- Experience with email marketing tools such as Constant Contact is preferred
- Experience in a business work environment preferred
- Minimum of 2 years of experience is required
- Strong business acumen
- An eye for attention to detail
- Ability to work effectively in a fast-paced environment
Travel required – Minimum travel. (possibly 2 trips per year)
Skills and Abilities:
- Excellent time and resource management skills
- Must be flexible, must maintain a positive attitude and be able to work well with co-workers and others on group projects
- Must exhibit excellent verbal and written communication skills.
- Position requires an organized and detail-minded approach and the ability to maintain confidential information.
- Must be able to work independently and to prioritize tasks and accommodate Institute project deadlines.
To Apply:
Thank you for your interest in the Administrative Assistant position.
Please complete and submit the attached THI job application along with your CV and cover letter. Please include all the documents listed above into one PDF attachment and email to swilkie@texashealthinstitute.org.
All documents must be received in order for your application to be considered.
Subject line: Attn: Administrative Assistant Application
Position will be open until August 14, 2020. Position start date is September 2020. Only qualified candidates who meet the minimum requirements will be contacted.