Health Administrative Assistant or Senior

The Health Administrative Assistant is responsible for providing high-level administrative support, including calendar and inbox assistance, process documentation, purchasing, travel planning, and other key clerical work. The incumbent will respond to both internal and external correspondence and inquiries, maintain databases, policies and procedures, and coordinate on site events.

This position will proactively work with Health staff, agency employees, and external vendors. The Health Senior Administrative Assistant is responsible for providing high-level administrative support, including event planning, calendar assistance, and clerical work. The ability to quickly make independent decisions in a fast-paced environment is a key requirement of this role.

The employee will respond to both internal and external correspondence and inquiries, maintain databases, policies and procedures, and coordinate on site events. This position will proactively work with Health staff, agency employees, and external vendors. This position will be filled at one of two levels

• Administrative Assistant or Senior Administrative Assistant. The selected candidate will be offered the position level that most closely matches their education and experience. Annual Salary Ranges Health Administrative Assistant : $46,305 - $55,455 Senior Health Administrative Assistant : $55,582 - $66,565 WHAT YOU WILL DO: Administrative Support
• Supports shared inboxes and calendars, responds to messages quickly and professionally, schedules meetings in a timely manner, and records employee outages and holidays on the appropriate calendars.
• Provides support in managing key dates and deliverables for the Health Division.
• Coordinates and executes purchasing for the Health Division, including for members of the leadership team.
• Reconciles purchase requisition requests monthly.
• Assists with travel requests and expense reports for the Health Division.
• Coordinates with conference spaces, IT, and facilities to ensure the success of events.
• Organize internal Health Division meetings and events, like monthly birthday events and quarterly division meetings
• Maintains electronic files and databases, including electronic documents in the TRS production queue as needed.
• Assists with reporting department timesheets as needed. Records and Documentation
• Develops and maintains Health Division administrative processes and policies.
• Maintains monthly Health employee documents such as staff lists, organization charts, seating charts, etc.
• Organizes purchasing records for the Division. General Office Support
• Performs general office duties including ordering supplies, making copies, mailing documents, and typing and processing forms, correspondence and other documents.
• Sorts and distributes incoming and outgoing mail, including receiving, sorting, date stamping and delivering incoming mail.
• Maintains shared office, conference room, storage and break area spaces to ensure a clean and organized work environment.
• Maintains department office supplies and paper goods, including letterhead, publication inserts and envelopes.
• Greets office visitors.
• Completes special projects as needed. (Senior) Calendar and Events Support (Senior)
• Coordinates and prioritizes scheduling requests for meetings with internal and external partners.
• Communicates quickly and professionally to all inquiries.
• Coordinates meeting logistics with IT, facilities, and other support teams to ensure successful meetings and events.
• Prepares agendas, printed slide decks, and meeting materials for meetings and events.
• Organizes internal Health Division meetings, cultural events, and large-scale in-person division gatherings.
• Supports calendar management for Health Leadership and the Health Division.
• Exercises independent judgment to prioritize administrative requests, resolve scheduling conflicts, and manage competing division needs. Administrative Support (Senior)
• Coordinates and execute travel requests, expense reports, schedules, and related logistics.
• Facilitates requisition requests for conferences, trainings, certification, and other purchases as needed.
• Reconciles requisition requests monthly.
• Supports Health Division in maintaining digital records in compliance with TRS records retention requirements, including SharePoint permissions.
• Implements and utilizes new technologies to streamline office processes, maximize workflows, and improve overall efficiency.
• Coordinates special projects and initiatives alongside the other members of the admin team.
• May assist with drafting communications from the Chief Healthcare Officer, Chief of Staff and the Health Division as a whole.
• Serves as a coordinator for division-wide administrative projects, including developing workflows, shared resources, reports, dashboards, and tracking tools to support leadership and division operations.
• Provides guidance and training on administrative processes and systems. Process Improvement Technology Solutions (Senior)
• Identifies inefficiencies and opportunities for improvement in administrative and operational processes.
• Researches, develops, and recommends practical solutions that improve efficiency, accuracy, and employee experience.
• Leverages Microsoft 365 technologies, including Power Apps, Co. Pilot, Power Automate, SharePoint, Forms, Planner, and related tools to design and implement workflow improvements and automation solutions.
• Evaluates the effectiveness of implemented solutions, monitors adoption, and continuously refines processes to support evolving organizational needs. Performs related work as assigned.