Administrative Assistant – San Antonio, TX

UnitedHealth Group
May 27, 2021
San Antonio, TX
Job Type


Do you have compassion and a passion to help others? Transforming healthcare and millions of lives as a result starts with the values you embrace and the passion you bring to achieve your life’s best work.(sm)

Provides a wide variety of senior-level administrative support to one department and multiple business units. Serves as Business Segment Liaison (BSL) with responsibilities in leadership onboarding. Assists in the adherence of departmental budgets, prepares documents for personnel changes, and produces various operating reports and spreadsheets for the department served. Provides traditional administrative / clerical support duties such as: meeting minutes, note recording, document development, meetings scheduling / organizing, making travel arrangements, greeting visitors, setting up and maintaining files, tracking expenses, and coordinating building and equipment maintenance. Serves as a solid administrative and moderately technical resource for the Quality Operations department. Additionally, this position will coordinate activities for others and will be required to apply knowledge and skills to resolve complex issues by implementing critical thinking and problem-solving.

Primary Responsibilities:

  • Creates / prepares meeting materials (e.g., PowerPoint deck; agendas) and ensure distribution to appropriate individuals in a timely manner
  • Makes travel arrangements (e.g., airline; hotel; ground transportation; office space assignment) for meeting attendees (e.g., external customers; executives)
  • Hosts, coordinates, and/or facilitates meetings / external events as needed (e.g., introduce speakers; manage PowerPoint deck; ensure time schedules are adhered to; assist with technology; take notes)
  • Plans and organizes logistics of large and/or offsite events, using internal resources as needed
  • Compiles and/or integrates information needed to complete reports and documents
  • Prepares and/or formats office documentation (e.g., proposals; letters; spreadsheets; reports) needed for various audiences (e.g., clients; executives; internal business partners)
  • Utilizes relevant software applications (e.g., Microsoft Project; Word; Excel; PowerPoint; Outlook; OneNote; Visio; Publisher; Access; AdobePro)
  • Ensures employees / contractors receive access and guidance with office operations
  • Creates and/or maintains an administrative desk manual to ensure continuity of office operations
  • Performs Business Segment Liaison (BSL) activities, as needed (e.g., hardware / software acquisition / disposal, new employee onboarding)
  • Enters and submits purchase orders into relevant systems (e.g., ARIBA, ServiceNow, Secure, and Concur) to purchase office supplies from pre-approved vendors
  • Manages / monitors / procures office supplies, goods, and services (e.g., process / reconcile invoices, travel, and other expenses, payments, and/or reimbursements)
  • Collaborates with facilities management (e.g., attend meetings; communicate impact) regarding potential changes / improvements to the office environment
  • Demonstrates understanding of applicable business departments' operations, drivers, and/or procedures
  • Consults / communicates with internal and/or external customers to identify and/or provides needed resources (e.g., tools; services) or resolve issues
  • Researches and/or provides needed information to respond to requests in a timely manner
  • Establishes relationships and collaborates with key internal and/or external resource personnel to facilitate office operations
  • Performs all other related duties as assigned

You’ll be rewarded and recognized for your performance in an environment that will challenge you and give you clear direction on what it takes to succeed in your role as well as provide development for other roles you may be interested in.

Required Qualifications:

  • High school diploma or GED equivalent required with 2+ years of college coursework or business vocational school education
  • 4+ years of directly related work experience with increasing responsibility
  • Advanced knowledge of spreadsheets, data retrieval, word processing, and presentation software (e.g. Microsoft applications to include Word, Excel, PowerPoint, Outlook, and Visio)
  • Excellent oral and written communication skills with proven attention to detail and excellent organizational skills 
  • If you need to enter a work site for any reason, you will be required to screen for symptoms using the ProtectWell mobile app, Interactive Voice Response (i.e., entering your symptoms via phone system) or similar UnitedHealth Group-approved symptom screener. When in a UnitedHealth Group building, employees are required to wear a mask in common areas. In addition, employees must comply with any state and local masking orders

Preferred Qualifications:

  • Associate’s Degree or 4 years of college coursework
  • Experience in a healthcare environment 
  • Experience providing senior-level administrative support to multiple executives at the SVP level and their teams in a fast-paced environment
  • Experience with Concur for travel requirements / invoice reconciliation and expenses
  • Experience with managing multiple competing requests and demonstrating the ability to prioritize
  • Experience with scheduling meetings and events using virtual / remote meeting technology (e.g. Zoom, WebEx)
  • Experience with Excel pivot tables, splicing, and sparklines
  • Extensive experience with the development of executive presentations and reports (e.g. Tableau)
  • Experience with managing access to SharePoint pages and with SharePoint page editing and maintenance
  • Experience with facilitation
  • Experience with project coordination
  • Experience with event and logistics planning for town halls, team building, and employee recognition events
  • Experience with creating and managing work ticketing and tracking system
  • Experience with developing, implementing, and improving existing administrative processes
  • Experience with creating and maintaining department master calendars
  • Ability to build trust, exhibit discretion, and maintain confidentiality
  • Ability to multi-task in a fast-paced and deadline-driven environment
  • Ability to maintain professionalism and a positive service attitude at all times

Physical & Mental Requirements:

  • Ability to lift up to 25 pounds
  • Ability to push or pull heavy objects using up to 25 pounds of force
  • Ability to sit for extended periods of time
  • Ability to stand for extended periods of time
  • Ability to use fine motor skills to operate office equipment and/or machinery
  • Ability to properly drive and operate a company vehicle
  • Ability to receive and comprehend instructions verbally and/or in writing
  • Ability to use logical reasoning for simple and complex problem solving

Careers with WellMed. Our focus is simple. We're innovators in preventative health care, striving to change the face of health care for seniors. We're impacting 550,000+ lives, primarily Medicare eligible seniors in Texas and Florida, through primary and multi-specialty clinics, and contracted medical management services. We've joined Optum, part of the UnitedHealth Group family of companies, and our mission is to help the sick become well and to help patients understand and control their health in a lifelong effort at wellness. Our providers and staff are selected for their dedication and focus on preventative, proactive care. For you, that means one incredible team and a singular opportunity to do your life's best work.(sm)

Diversity creates a healthier atmosphere: UnitedHealth Group is an Equal Employment Opportunity/Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

UnitedHealth Group is a drug-free workplace. Candidates are required to pass a drug test before beginning employment.

Job keywords: Administrative Assistant, Admin Assistant, San Antonio, TX, Texas

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