Refer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.
HOUSTON METHODIST EXPERIENCE EXPECTATIONS
Provide personalized care and service by consistently demonstrating our I CARE values:INTEGRITY: We are honest and ethical in all we say and do.COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.ACCOUNTABILITY: We hold ourselves accountable for all our actions.RESPECT: We treat every individual as a person of worth, dignity, and value.EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.Practices the Caring and Serving ModelDelivers personalized service using HM Service StandardsProvides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience.Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given jobDisplays cultural humility, diversity, equity and inclusion principlesActively supports the organization's vision, fulfills the mission and abides by the I CARE values Responsibilities PEOPLE ESSENTIAL FUNCTIONS
Greets customers and responds to general and specific inquiries that require advanced department knowledge and critical thinking skills. Answers and triages customer calls and questions.Identifies and anticipates potential customer problems, communicates concerns to appropriate management; addresses issues as instructed, responding professionally at all times, and reports resolutions.Role models' healthy work relationships such as mitigation of conflict, leading problem-solving and resolution efforts. Serves as preceptor, mentor, and resource to less experienced staff. Recommends initiatives to improve department scores for employee engagement.
SERVICE ESSENTIAL FUNCTIONS
Manages and prioritizes multiple assignments simultaneously and effectively, e.g. acting as a department liaison between internal and external customers. Ensures that requests are handled in a swift manner to avoid interruption of services (such as patient flow or department/external communication).Independently maintains department schedule by coordinating calendars for department personnel, as appropriate, keeping them informed of schedule changes prior to meeting or appointment, arranging meetings, conferences, teleconferences and travel with minimal direction.Maintains and updates, when appropriate, department organizational chart, scope of service, department forms, department intranet website and/or policy and procedures. Records meeting discussions by attending meetings and recording key discussions and conclusions.
QUALITY/SAFETY ESSENTIAL FUNCTIONS
Reads, researches and routes correspondence. Drafts letters and documents; collects and analyzes information and initiates telecommunications for management/department, as appropriate. Independently collects information and coordinates preparation of reports, maintaining accountability for quality, completeness and accuracy of documents, protecting the integrity and privacy of information.Identifies and assesses issues and opportunities for improvement and implements changes following managerial review. Follows up on action items to ensure completion of assignments.
FINANCE ESSENTIAL FUNCTIONS
Independently orders and stocks supplies using sound judgement and fiscal responsibility. Ensures inventories of major supplies are never depleted in area and monitors office equipment, calling for service when needed. Reconciles monthly ordering documents. Accurately prepares appropriate requisitions and obtains signatures and approvals for the purchase requests and orders, contract renewals, or any internal/external services.Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.
GROWTH/INNOVATION ESSENTIAL FUNCTIONSPromotes individual professional growth and development by meeting requirements for mandatory/continuing education. Completes and updates My Development plan on an on-going basis. Ensures own career discussions occur with appropriate management.Supports department-based and organization goals which contribute to the success of the organization; offers innovative solutions through participation in performance improvement projects and activities.
This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises. Qualifications EDUCATION
High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)Bachelor's degree or additional four years of experience (in addition to the minimum experience requirements listed below) in lieu of degree
WORK EXPERIENCE
One year experience in administrative support roleExperience with coordination of travel and expense management License/Certification LICENSES AND CERTIFICATIONS - REQUIRED
N/A KSA/ Supplemental Data KNOWLEDGE, SKILLS, AND ABILITIES
Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluationsSufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or securityAbility to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principlesPossesses high-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communicationProficient application of English grammar, punctuation, and sentence structureAbility to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environmentExhibits initiative, proficiency, and adaptability to optimize the time of those supportedStrong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalismDemonstrates effective and appropriate decision-making, judgment, and confidentiality as well as attention to detail and follow-throughDemonstrates ability to work alone and with a teamDemonstrates proficient use of computer hardware and software, telecommunication, and other office equipment with the ability to navigate multiple systems simultaneouslyProficient knowledge of Microsoft Office software programs, including Word, Excel, PowerPoint
SUPPLEMENTAL REQUIREMENTS
WORK ATTIRE
Uniform NoScrubs NoBusiness professional YesOther (department approved) No
ON-CALL*
*Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.
On Call* No
TRAVEL**
**Travel specifications may vary by department**
May require travel within the Houston Metropolitan area NoMay require travel outside Houston Metropolitan area No Company Profile
Houston Methodist (HM) is one of the nation’s leading health systems and academic medical centers. HM consists of eight hospitals: Houston Methodist Hospital, its flagship academic hospital in the heart of the Texas Medical Center, and seven community hospitals throughout the greater Houston metropolitan area. HM also includes an academic institute, a comprehensive residency program, a global business division, numerous physician practices and several free-standing emergency rooms and outpatient facilities. Overall, HM employs over 25,000 employees. Houston Methodist is supported by a wide variety of business functions that operate at the system level to help enable clinical departments to provide the best patient care and service in a spiritual environment.
In 2019 Houston Methodist and its physicians treat more than 6,333 international patients from more than 76 countries. Houston Methodist Global Health Care Services’ consulting and education divisions also provide advisory services and training and development to health care organizations around the world.
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Houston Methodist is an Equal Opportunity Employer.
Equal employment opportunity is a sound and just concept to which Houston Methodist is firmly bound. Houston Methodist will not engage in discrimination against or harassment of any person employed or seeking employment with Houston Methodist on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran or other characteristics protected by law. VEVRAA Federal Contractor – priority referral Protected Veterans requested. Application FAQs
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