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Administrative Assistant to VP of Operations - Austin, TX

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Administrative Assistant to VP of Operations - Austin, TX
Job Code:2022-ADM-001 FT/PT Status:Administration Location:Austin (TX)

Explore our careers page to learn more about the benefits we offer!

Check out our Youtube channel to learn more about Vivent Health!

Videos to explore!

1) The Basics - HIV Prevention and Testing -
2) How is HIV Transmitted? -
3) HIV: Fight Back with HIV Treatment -
4) HIV: Let's Reset What We Know -
5) HIV: The Goal of Undetectable -

Position Purpose

The Administrative Assistant handles all secretarial, administrative and related duties for the Vice President of Operations to assure effective and efficient operation of the office and the successful, high-level performance of the Vice President of Operations.

Scope of Responsibilities

Vivent Health is one of the nation's largest providers of HIV prevention, care and treatment services with a budget approaching $225 million and employing over 450 professionals.

The unique, nationally recognized Vivent Health HIV Medical home model of care assures that everyone with HIV has access to medical, dental, mental health and social services and provides the best opportunity for patients to achieve high quality health outcomes. Vivent Health also provides aggressive HIV prevention services to gay men, injection drug users and others at the highest risk for HIV infection.

Vivent Health currently operates in multiple states nationwide. It embraces a Market Culture to increase access to care, enhance quality outcomes, achieve and surpass financial performance expectations and has an aggressive plan to expand into additional states.

Essential Functions

  • Support the VP of Operations by providing administrative, project, and operational support to assure the success of the Austin office and clinics
  • Coordinate the VP of Operations' schedule by determining which events require their presence, schedule commitments to maximize their productivity and efficiency, and assure appropriate time is schedule to complete work tasks, while supporting healthy well-being office practices.
  • Manage incoming telephone communications including taking messages, arranging callbacks, providing backup materials for callbacks, and prioritizing and triaging calls to the VP of Operations or transfer of inquiries to other Vivent Health leaders
  • Facilitate high quality communications, both verbal and written, between Administration and internal and external contacts. Acts as a liaison between champions and the VP of Operations.
  • Establish and maintain a comprehensive retention and filing system specific to job-related functions (hard copy and electronic) for the storage and ready retrieval of information
  • Assist the Directors of Medical and Dental Services, Behavioral Health and Wellness Clinic, and Directors of Social Service programs (Case Management, Housing, Food Services), with coordinating Champion training and tracking, special event planning, and other special projects as assigned
  • Assist with travel coordination, including hotel accommodations and itineraries
  • Utilize tools such as Smartsheets to ensure effective project management
  • Assist in preparation of presentations, including updating and coordination PowerPoint materials and generating, downloading, and updating various spreadsheets and databases
  • Organize meetings, prepare meeting materials and agendas, reserve conference rooms and coordinate the use of audio/visual equipment, catering and room set up as needed
  • Assist in project management to assure that established deadlines are adhered to by updating and following-up on delegated tasks
  • Prepare and complete expense reports, check requests and accounts payable invoices
  • Manage incoming and outgoing mail, package delivery. Draft letters, memos and other written correspondence as needed.
  • Provide follow-up and follow through on VP of Operations actions to advance the efficiency and effectiveness of the office
  • Assist other Vivent Health Directors with administrative duties as assigned by VP of Operations
  • Performs other job duties as assigned by the VP of Operations

Required Qualifications
  • Minimum of 3 years' experience providing administrative support to the Vice President of Operations in Austin
  • Must be able to work in a fast-paced environment and handle multiple tasks concurrently
  • Heightened sense of urgency with results-driven track record
  • Experience working with highly confidential information and materials
  • Proven track record in exercising good judgment, particularly in sensitive situations

  • Valid state Driver's License, Insurable Driving Record, and access to a reliable, insured vehicle
  • Proven track record in exercising good judgment, particularly in sensitive situations
  • Knowledge of and sensitivity to the HIV/AIDS patient population, and/or an eagerness to learn about this community
  • Adheres to all agency policies including, but not limited to, Employee Handbook, Confidentiality, Healthcare Corporate Compliance Plan, Standards of Conduct, and other policies.

Additional Preferred Experience

  • Previous experience working in a healthcare setting

Additional Preferred Qualifications

  • Ability and willingness to work in a fast-paced environment and handle multiple tasks concurrently
  • Ability to independently manage a wide variety of activities and projects to successful outcomes
  • Enthusiastic and proven interpersonal skills
  • Effective time management and problem-solving skills
  • Ability and willingness to work off hours as needed to handle special situations, community meetings, or unplanned travel
  • Comfortable in using technology tools to enhance virtual communications
  • Excellent organization and communication skills

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions*

**Equal Employment Opportunity/Affirmative Action Employer* *

Vivent Health is an equal opportunity employer and will recruit, hire, promote and transfer qualified persons into all job classifications regardless of race, gender, religion, skin color, national origin or ancestry, physical disability (including pregnancy) or mental disability, age, gender identity, sexual orientation, legally protected medical condition, family care status, marital status, veteran status, genetic characteristics or any other characteristic protected by federal or state law. Vivent Health complies with other expanded protected classifications that may be mandated by specific county or municipal regulations. As a recipient of federal funding, Vivent Health will not hire nor enter into a contractual relationship with any party that is debarred, suspended, or excluded from federal assistance programs.

*Public Student Loan Forgiveness*

Employment at our organization may qualify you for federal student loan forgiveness programs. We do not directly pay for - nor forgive - federal student loans; however our status as a not-for-profit organization under Section 501 (c) (3), makes us an eligible employer. There may be other determining factors for one to qualify.

Please follow this URL to review one such program and their requirements:

Salary Range
$31,000.00 - $55,000.00
per Year
Salary range estimated by
salary estimation provided by zippia
Austin, TX, 78752, US