Assistant To Director Jobs in Austin, TX (NOW HIRING)

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Functional Title: Executive Assistant to Director of Acute Care and Hospital Finance Job Title: Executive Assistant III Agency: Health & Human Services Comm Department: HHSC & HHS Rate Analysis MGMT Posting Number: 20576 Closing Date: 02/24/2027 Posting Audience: Internal and External Occupational Category: Office and Administrative Support Salary Range: $4,523.16- $7,253.83 Pay Frequency: MonthlySalary Group: TEXAS-B-21 Shift: Day Additional Shift: Telework: Eligible for Telework Travel: Up to 10% 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: 0100,0111,0170,3372,3381,4430,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN,YN
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Brief Job Description:
The Executive Assistant to either the Director of Provider Finance (Executive Assistant III) performs highly advanced (senior level) professional assistance work for the Director of Hospital and Acute Care Finance in the Provider Finance Department. The Executive Assistant will set up conference calls and meetings; manages calendars, meetings, and conferences, reserve rooms as needed, develops trip itineraries and presentation materials, and coordinates air and ground travel for the Director and Deputy Director of Hospital and Acute Care Finance; and communicates objectives, tasks, and decisions to staff on behalf of the Director or Deputy Director of Hospital and Acute Care. The Executive Assistant will aid senior department staff on the acute care, hospitals, payments or local funds teams with general human resources management actions, and oversee the preparation of reports, correspondence, studies, forms, manuals, and publications. The Executive Assistant will work in collaboration with the Deputy Director of Hospital and Acute Care Finance's staff to coordinate administrative responsibilities, administrative practices, and to formulate policies. The position will report directly to the Director of Hospital and Acute Care Finance. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgement.
Essential Job Functions (EJFs):
Manages calendar and organizes e-mails to flag priority items that require a response. Tracks deadlines and pending items that the Director or Deputy Director of Hospital and Acute Care Finance need to address. (35%)
Tracks and routes for approval by the Director and Deputy Director of Hospital and Acute Care Finance variance reports, correspondence, studies, forms, manuals, publications; communicates objectives, tasks, and decisions to staff related to those documents on behalf of the Director and Deputy Director of Hospital and Acute Care Finance. (20%)
Oversee certain purchasing activities, including professional membership renewals, subscriptions services, contracts with consultants, and supplies. Assists with budget preparation and expenditure tracking for the department. (10%)
Schedule meetings and reserve conference rooms for the Director or Deputy Director of Hospital and Acute Care Finance. (10%)
Oversee general administrative office duties, including assisting senior department staff with general human resources management actions. Ensures department compliance with HHSC administrative and human resources policy and procedures. (10%)
Provides back-up administrative assistance to the Director of Acute Care Services, Director of Hospital Services, Director of Local Funds and/or the Director of Payments, as needed. Provides technical assistance as needed regarding office procedures and the preparation of documents. (10%)
Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for stakeholder meetings, advisory committee meetings, rate hearings, or other events as needed. Such participation may require an alternate shift pattern assignment and/or location. (5%)
Knowledge, Skills and Abilities (KSAs):
Knowledge of:
Knowledge of office management principles, practices, and standard clerical and administrative procedures. Knowledge of rules relating to confidential information and open records. Knowledge of State of Texas travel rules and regulations is preferred.
Skill in:
Skill in Microsoft outlook, word and basic excel.
Ability to:
Ability to manage calendar and maintain organization of document deliverables/timelines.
Registrations, Licensure Requirements or Certifications:
N/A
Initial Screening Criteria:
Required: Graduation from an accredited 4-year college or university OR at least 4 years of work experience in an office setting as an Executive Assistant or Administrative Assistant. Experience providing executive level or senior level administrative support that includes handling confidential, sensitive, or privileged information.
Additional Information:
N/A
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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.