(supporting THCA President/CEO and Director of Political Advocacy & Member Relations)
Description: Provide administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize, recommends changes in office practices or procedures.
- Manage and maintain executive’s schedule and travel arrangements
- Primary responsibility for answering phones between 8:30am and 5:30pm with a professional and friendly demeanor
- Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
- Collect/retrieve incoming correspondence, including faxes, email, US Postal mail
- File and retrieve corporate documents, records, and reports
- Greet visitors and determine whether they should be given access to specific individuals
- Prepare responses to correspondence containing routine inquiries
- Provide support using THCA Database including profile creation, update contact information, membership status, profile relations
- Create and maintain relationships with member Executives/ Administrative Assistants to foster open lines of communication
- Distribute new member packets and web access to new members
- Create, prepare, distribute email communications
- Board Meeting preparation support including ordering food and beverage, preparing materials and Board Books, dictating Board Meeting Minutes, attending Board Meetings as support staff
- Maintain THCA Bylaws and important dates related to deadlines and annual business meeting
- Support CEO in coordination of the annual committee nomination process
- Maintains supplies room inventory and reorders.
- General administrative support and all other duties as requested
Knowledge of office practices and administrative procedures. Skill in the use of standard office equipment and software. Ability to implement new administrative systems and procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively.
Ability to gather, assemble, correlate, and analyze facts; to devise solutions to problems; to prepare concise reports; to manage multiple priorities and schedules; to develop and evaluate policies and procedures; and to communicate effectively both orally and in writing.
- Graduation from high school or equivalent
- Associate’s degree.
- Two years of related experience.
- Knowledge of general office practices and administrative procedures
- Graduation from a four-year college or university; may substitute full time office administration, administrative support, legal support on a year for year basis
- Experience in executive support position for senior level leadership
- Experience in working with government agencies in policy development
- Knowledge of the principles and practices of public administration and management
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Position Type and Expected Hours of Work
This is a fulltime position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m.
Some travel is required for this position (10%), including travel to conferences/events and overnight stays
The Texas Health Care Association provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, The Texas Health Care Association complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Since 1950, THCA has offered quality services to its members. Membership services are provided by a dedicated staff with decades of experience in the long-term care profession.
Texas Health Care AssociationIn partnership with the American Health Care Association (AHCA) and the National Center for Assisted Living (NCAL), THCA represents a broad spectrum of long-term care providers and professionals offering long term, rehabilitative and specialized health care services. Member facilities, owned by both for-profit and non-profit entities, include nursing facilities, specialized rehabilitation facilities, and assisted living facilities. Since 1950, THCA has offered quality services to its members. Membership services are provided by a dedicated staff with decades of experience in the long-term care profession.