IT Administrative Assistant

General Summary: The Administrative Assistant will assist the Director of IT by performing a wide variety of complex administrative tasks requiring initiative, independent judgment, and exceptional customer service.

Supervisory Responsibilities: This position has no supervisory responsibilities.

Essential Job Responsibilities: All duties performed will be done accurately and in a timely manner.

General Duties:

1. Obtain updates from requested department members for ongoing operational activities.

2. Set up and arranging meetings, creating agendas, and tracking action items from those meetings.

3. Compose correspondence requiring specific knowledge of IT methods, procedures, policies or other information.

4. Prepare letters, memos, or other documents from rough drafts.

5. Maintain a working knowledge of Gonzaba Medical Group software and systems, as needed.

6. Retrieve records and/or information files and forward to others when necessary.

7. Maintain checklists, logs, worksheets or other records used to monitor the status of a project or a business activity, as it pertains to the position.

8. Prepare analyses or summaries of programs, reports or other information as needed or required.

9. Locate and retrieve data, records or other information needed to conduct and/or complete work activities by conducting a search of needed information.

10. Handle expense reporting, invoicing, and basic accounting tasks.

11. Liaise with vendors and clients, providing excellent customer service.

12. Maintain office supplies and manage inventory.

13. Must be proficient with filing electronically and other organization or productivity tools.

14. Exercise discretion and independent judgment.

15. Maintains strict confidentiality.

16. Other duties as assigned.

Education and Training: A high school diploma or GED certificate is required. A certificate as an Administrative Assistant or a Medical Office Specialist is preferred. An associate degree or higher in Business Administration, Healthcare Administration, or closely related field, is highly preferred.

Experience: Six (6) years as an executive assistant, administrative assistant, or closely related position, required. Nine (9) years preferred. A criminal background check is required.

Other Requirements:

• Computer Skills: Knowledge of word-processing software, spreadsheet software; email software, and Internet browsers. Knowledge desktop and mobile productivity and organizational tools preferred.
• Driving Skills: A clear driving record and a Class C Texas Driver’s License, and a personal vehicle is required.

Work Environment: Depending upon the task, the work environment may be a 100% clinical setting or office setting in a clinical environment with exposure to communicable diseases, bodily fluids, toxic substances, ionizing radiation, medicinal preparations, and other conditions common to a clinic environment.

Mental / Physical Requirements: Requires manual dexterity, sitting, standing, stooping, reaching, kneeling, crouching, bending, walking, lifting up to 25 lbs. Close vision and ability to adjust focus. Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform the essential functions of the job.

Other Duties as Assigned: The above job description is not intended to be an all-inclusive list of duties and standards of the position. Employees will follow any other instructions, and perform any other related duties, as assigned by their supervisor. Responsibilities, knowledge, skills, abilities, and work environments may change as needs evolve.