Administrative Assistant V - BRM Support

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Functional Title: Administrative Assistant V - BRM Support
Job Title: Administrative Assistant V
Agency: Health & Human Services Comm
Department: ARTS to CAPPS MIRP Support
Posting Number: 16070
Closing Date: 05/04/2026
Posting Audience: Internal and External
Occupational Category: Computer and Mathematical
Salary Range: $3,581.33 - $5,372.41
Pay Frequency: Monthly
Salary Group: TEXAS-A-17
Shift: Day
Additional Shift:
Telework:
Travel:
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: AUSTIN
Job Location Address: 4601 W GUADALUPE ST
Other Locations:
MOS Codes: 0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN
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Brief Job Description

This position provides advanced administrative and high‑volume scheduling support to seven Business Relationship Managers (BRMs). The Administrative Assistant V is responsible for managing complex and frequently changing calendars, coordinating a large volume of internal and external meetings, and ensuring accurate scheduling, confirmation, and logistical readiness for approximately 40 meetings per month.

The position prepares, formats, and distributes meeting agendas and materials; coordinates meeting logistics including rooms, virtual platforms, and participant communications; and attends meetings as needed to document notes, decisions, and action items. The role ensures timely follow‑up and maintains organized records of agendas, materials, and meeting documentation.

Work is performed under limited supervision and requires the ability to manage competing priorities, apply established administrative practices, and support efficient BRM operations in a fast‑paced, high‑demand environment.

Essential Job Functions

Advanced Scheduling & Calendar Management (40%)

• Manages complex calendars for five BRMs
• Coordinates internal and external meetings involving multiple stakeholders
• Schedules, reschedules, and confirms meetings (approximately 40 per month)
• Resolves scheduling conflicts and ensures appropriate attendance

Meeting Preparation & Materials (25%)

• Creates, formats, and distributes meeting agendas
• Prepares and assembles meeting materials and presentation packets
• Ensures materials are distributed in advance in accordance with established timelines

Meeting Documentation & Follow Up (20%)

• Attends meetings as needed to capture notes, decisions, and action items

• Distributes meeting notes and tracks follow up items
• Maintains organized records of agendas, materials, and notes

Administrative Coordination & Support (15%)

• Serves as a central administrative point of contact for BRM activities
• Coordinates logistics such as meeting rooms, virtual meeting links, and participant communications
• Performs other advanced administrative duties as assigned

Knowledge, Skills, and Abilities (KSAs)

Knowledge of

• Administrative and office management practices
• Calendar management and meeting coordination procedures
• Document formatting and records management

Skill in

• Managing multiple calendars and competing priorities
• Preparing professional meeting agendas and materials
• Written communication and documentation of meeting outcomes

Ability to

• Work independently under limited supervision
• Coordinate effectively with multiple professionals and stakeholders
• Maintain accuracy and attention to detail in a high-volume environment

Registrations, Licensure Requirements or Certifications

N/A

Initial Screening Criteria

Education

High school graduation or equivalent.

Experience

Five years of progressively responsible administrative support experience.

Additional Information: Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and the requirements of HHSC Human Resources Manual.

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.