Administrative Assistant

HOPE Clinic - Houston, TX4.1

Full-time$11 - $15 an hour
EducationSkills
POSITION TITLE: Administrative Assistant

LOCATION: HOPE Clinic Main

REPORTS TO: Executive Assistant
EDUCATION: High School diploma or GED. Associates degree preferred
WORK EXPERIENCE: Two years of relevant administrative experience
SALARY RANGE: $11-$15/ hour
FLSA STATUS: Non-exempt
POSITION TYPE: Full-Time

LANGUAGE: Fluent in English; Bilingual in English and Spanish, Arabic, Burmese, Chinese or other languages preferred.
HOPE Clinic is an equal opportunity employer, dedicated to a policy of non-discrimination in employment
on any basis including race, creed, color, age, sex, religion or national origin.

JOB SUMMARY:
Administrative Assistant responsibilities include supporting the Administration Department by
greeting visitors, answering phone calls, handling and distributing HOPE Clinic mail, making travel
and meeting arrangements, and maintaining appropriate filing systems. The ideal candidate should
have excellent oral and written communication skills and be able to organize their work using tools,
like MS Excel and office equipment.

MAJOR DUTIES & RESPONSIBILITIES:
  • Answer and direct phone calls in a courteous manner;
  • Greet and assist visitors who present at the 2nd Floor Reception area;
  • Organize and schedule appointments;
  • Register for conferences, reserve hotel and other travel arrangements;
  • Plan meetings and take detailed minutes;
  • Provide general information about HOPE Clinic;
  • Collect, log, and distribute mail, correspondences, letters, faxes and forms;
  • Assist in the preparation of regularly scheduled reports;
  • Maintain organized files in electronic format (and hard copy if necessary);
  • Prepare information and agendas for meetings; email reminders, maintain sign-in sheets; and
order lunch or refreshments as needed;
  • Prepare binders for trainings and meetings;
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating
needed supplies; placing and expediting orders for supplies; verifying receipt of supplies;

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  • Complete operational requirements by scheduling and assigning administrative projects;
expediting work results;

  • Maintain professional and technical knowledge by attending educational workshops;
reviewing professional publications; establishing personal networks;

  • Contribute to team effort by accomplishing related results as needed;
  • Ensure that work assignments and information gathered remains confidential and protect all
patient and agency information;
  • Update and maintain administrative office policies and procedures;
  • Attend on-site/off-site community engagement activities and on-site/off-site clinic events as
needed;
  • Perform other duties as assigned to support HOPE Clinic’s Mission, Vision, and Values.
QUALIFICATION REQUIREMENTS:
  • Proven experience as an administrative assistant, virtual assistant or office admin assistant;
  • Knowledge of office management systems and procedures;
  • Working knowledge of office equipment, like printers and fax machines;
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular);
  • Excellent time management skills and the ability to prioritize work;
  • Attention to detail and problem solving skills;
  • Excellent written and verbal communication skills;
  • Strong organizational skills with the ability to multi-task;
  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel;
  • Ability to analyze and revise operating practices to improve efficiency;
  • Detail oriented and comfortable working in a fast-paced office environment;
  • Exceptional communication skills;
  • Superior organization skills and dedication to completing projects in a timely manner.
TRAVEL REQUIREMENTS:
  • Ability to travel to satellite sites and/or off-site locations for events or training as needed;
  • Proof of liability and property damage insurance on vehicle used is required.
EDUCATION and/or EXPERIENCE:
  • High School diploma or GED. Associates degree preferred;
  • Two years of relevant administrative experience. Experience in medical field and non-profit
administration is preferred.

LANGUAGE SKILLS:
Ability to read, analyze, and interpret general health and social services guidelines, technical
procedures or governmental regulations. Ability to write reports, health correspondence and
procedure manuals. Ability to effectively present information and respond to questions from
groups or patients, center staff, and the general public.

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MATHEMATICAL SKILLS:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers,
common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations
where only limited standardization exists. Ability to interpret a variety of instruction
furnished in written, oral, diagram, or schedule form.

OTHER SKILLS and ABILITIES:
  • Bilingual (Vietnamese, Chinese, Arabic and/or Spanish with English) is preferred.
  • Above average skills in language ability as well as public speaking and writing.
  • Must have good transportation and a valid Texas Driver’s license.
LEADERSHIP RESPONSIBILITIES:
No supervisory or direct people management responsibilities. May provide occasional work
guidance, technical advice, and training staff.

WORK COMPLEXITY/INDEPENDENT JUDGEMENT:
Work tasks are often straightforward, routine, structured and guided by established policies
and procedures. Little, if any, independent judgment is required, outside of making basic
choice in the selection and application of established methods. The job received frequent,
ongoing supervision.

PROBLEM SOLVING:
Decisions are made on routine matters affecting few individuals and usually within the
confines of the job's own department. Specific job activities and results are typically
reviewed closely. There are limited requirements for developing new ideas or changes in
methods, procedures or services.

COMMUNICATION/INTERACTIONS:
Information sharing - gives and receives information such as options, technical direction,
instructions and reporting results. Interactions are mostly with patients, own supervisor and
coworkers in own and other departments.

IMPACT OF DECISIONS:
Follow rules and procedures. Decisions can have minimal or no impact to HOPE Clinic.
Errors can be readily detected, usually by the employee, and, if made, would result in minor
expense for correction.

PATIENT RELATIONSHIPS:
Follow through with patient inquiries, requests and complaints. Forward difficult and non-
routine inquiries or requests to appropriate level for resolution.

AMERICANS WITH DISABILITIES SPECIFICATION:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable

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accommodations may be made to enable individuals with disabilities to perform the
essential functions.
  • While performing the duties of this job, the employee is regularly required to stand, sit,
talk, hear, stoop, kneel, and use hands and fingers to operate a computer and telephone
keyboard reach.

  • Specific vision abilities required by this job include close vision requirements due to
computer work.

  • Light to moderate lifting (up to twenty pounds) is required.
  • Ability to uphold the stress of assisting patients of diverse backgrounds.
  • Regular, predictable attendance is required.
WORKING/ENVIRONMENTAL CONDITIONS:
Work is normally performed in a typical health clinic work environment which may or may
not subject the employee to hazardous or unpleasant elements, noise, crowds,
confined/restricted but fire hazard approved desk spaces/rooms and varying temperatures at
the clinic. There may be occasional off-site/outdoor assignments with exposure to heat/cold,
wet/humid, dry/arid airs or temperatures.

HOPE Clinic is a smoke free workplace in compliance with federal guidelines.

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