Health Administrative Assistant or Senior

Requisition ID: req1461

Employment Type: Unclassified Regular Full-Time (URF)

Division: Health Admin

Compensation: Dependent on Qualifications

Job Closing: 10/25/2026, 11:59PM CT

Location: TRS Headquarters Building 2
1900 Aldrich Street
Austin, Texas, 78723
United States

WHO WE ARE:

With the Health Division, you’ll be joining a passionate team of self-motivated change agents united by our mission: driving to design the delivery of high-quality healthcare for nearly three-quarters of a million active and retired Texas public educators.

The healthcare industry is complex and we’re a team of problem-solvers who are up for the challenge. With a focus on innovation and collaboration to catalyze the market, we spend nearly $4 billion annually on healthcare to make a difference in our members’ lives. With a career at TRS, you’ll be empowered through a culture of continuous learning, front-line decision-making, coaching and mentorship to shape the future of our work, while transforming healthcare delivery for 1 in 41 Texans.

WHAT YOU WILL DO:

Administrative Support

• Supports shared inboxes and calendars, responds to messages quickly and professionally, schedules meetings in a timely manner, and records employee outages and holidays on the appropriate calendars.
• Provides support in managing key dates and deliverables for the Health Division.
• Coordinates and executes purchasing for the Health Division, including for members of the leadership team.
• Reconciles purchase requisition requests monthly.
• Assists with travel requests and expense reports for the Health Division.
• Coordinates with conference spaces, IT, and facilities to ensure the success of events.
• Organize internal Health Division meetings and events, like monthly birthday events and quarterly division meetings.
• Maintains electronic files and databases, including electronic documents in the TRS production queue as needed.
• Assists with reporting department timesheets as needed.

Records and Documentation

• Develops and maintains Health Division administrative processes and policies.
• Maintains monthly Health employee documents such as staff lists, organization charts, seating charts, etc.
• Organizes purchasing records for the Division.

General Office Support

• Performs general office duties including ordering supplies, making copies, mailing documents, and typing and processing forms, correspondence and other documents.
• Sorts and distributes incoming and outgoing mail, including receiving, sorting, date stamping and delivering incoming mail.
• Maintains shared office, conference room, storage and break area spaces to ensure a clean and organized work environment.
• Maintains department office supplies and paper goods, including letterhead, publication inserts and envelopes.
• Greets office visitors.
• Completes special projects as needed. (Senior)

Calendar and Events Support (Senior)

• Coordinates and prioritizes scheduling requests for meetings with internal and external partners.
• Communicates quickly and professionally to all inquiries.
• Coordinates meeting logistics with IT, facilities, and other support teams to ensure successful meetings and events.
• Prepares agendas, printed slide decks, and meeting materials for meetings and events.
• Organizes internal Health Division meetings, cultural events, and large-scale in-person division gatherings.
• Supports calendar management for Health Leadership and the Health Division.
• Exercises independent judgment to prioritize administrative requests, resolve scheduling conflicts, and manage competing division needs.

Administrative Support (Senior)

• Coordinates and execute travel requests, expense reports, schedules, and related logistics.
• Facilitates requisition requests for conferences, trainings, certification, and other purchases as needed.
• Reconciles requisition requests monthly.
• Supports Health Division in maintaining digital records in compliance with TRS records retention requirements, including SharePoint permissions.
• Implements and utilizes new technologies to streamline office processes, maximize workflows, and improve overall efficiency.
• Coordinates special projects and initiatives alongside the other members of the admin team.
• May assist with drafting communications from the Chief Healthcare Officer, Chief of Staff and the Health Division as a whole.
• Serves as a coordinator for division-wide administrative projects, including developing workflows, shared resources, reports, dashboards, and tracking tools to support leadership and division operations.
• Provides guidance and training on administrative processes and systems.

Process Improvement & Technology Solutions (Senior)

• Identifies inefficiencies and opportunities for improvement in administrative and operational processes.
• Researches, develops, and recommends practical solutions that improve efficiency, accuracy, and employee experience.
• Leverages Microsoft 365 technologies, including Power Apps, CoPilot, Power Automate, SharePoint, Forms, Planner, and related tools to design and implement workflow improvements and automation solutions.
• Evaluates the effectiveness of implemented solutions, monitors adoption, and continuously refines processes to support evolving organizational needs.

Performs related work as assigned.

WHAT YOU WILL BRING:

Required Education

• High school diploma or GED.

Required Experience

• Three (3) years of full-time directly related progressively responsible administrative or general office experience.
• Five (5) years of full-time directly related progressively responsible experience in administrative, general office or related experience. (Senior)

Preferred Qualifications

• Bachelor's degree from an accredited college or university.
• Experience working within or supporting finance or healthcare functions.
• Proficiency in Microsoft Suite products, including Outlook, OneNote, Forms, Power Automate, Planner, etc.
• Bilingual in English and Spanish.
• Experience managing executive calendars. (Senior)
• Experience maintaining SharePoint site(s). (Senior)

Knowledge of

• General office practices and administrative procedures.
• Privacy laws and standards.
• Microsoft 365 collaboration, workflow automation, document management, and records practices. (Senior)
• Travel, purchasing, and reimbursement procedures. (Senior)

Skill in

• Organizing and prioritizing work to manage a high-volume workload in a fast-paced environment and in completing detailed work assignments while meeting daily deadlines.
• Completing work assignments in a timely manner with a high degree of attention to detail and accuracy.
• Effective verbal and written communication skills.
• Providing high quality customer service.
• Performing detailed data entry with a high degree of accuracy.
• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
• Time management around handling multiple tasks simultaneously with different levels of priority. (Senior)
• Attention to detail to ensure accuracy in tasks such as high-level correspondence, scheduling, and document preparation. (Senior)
• Applying technological solutions for administrative tasks and functions including Microsoft 365 tools to support workflow efficiency and information management. (Senior)
• Coordinating administrative projects, schedules, reports, and tracking tools involving multiple stakeholders. (Senior)

Ability to

• Implement administrative procedures and to interpret rules, regulations, policies and procedures.
• Maintain confidentiality of sensitive information and exercise discretion when handling confidential/sensitive information.
• Establish and maintain harmonious working relationship with co-workers, agency staff and other external contacts and to work effectively in a professional team environment.
• Independently work and manage schedule to effectively accomplish routine and special tasks and projects. (Senior)
• Exercise independent judgment to prioritize competing requests, resolve routine administrative issues, and recommend process improvements. (Senior)

Military Occupational Specialty (MOS) Codes:

Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty (https://www.trs.texas.gov/files/trs-military-crosswalk.xlsx) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please contact Talent Acquisition at careers@trs.texas.gov with questions or for additional information.

To view all job vacancies, visit www.trs.texas.gov/careers or www.trs.csod.com/careersite.

For more information, visit www.trs.texas.gov.