Marketing Administrative Assistant

The Marketing Administrative Assistant provides administrative support to the Vice President of Enterprise Marketing & Loyalty Engagement the Agent Relations Manager and the marketing operations as a whole. Assists the team with meeting coordination support special projects and other duties as addition you will be responsible for contributing to the growth and success of HealthTexas while upholding our Mission Vision and Values.

Culture and Values Expectations

At HealthTexas we believe that our workplace culture is the cornerstone of our success. We are committed to fostering an inclusive collaborative and innovative environment where every Associate feels valued empowered and motivated to reach their full potential. Our culture is the driving force behind our mission to deliver quality and compassionate care with outstanding service every patient every time. As a (Job Title) at HealthTexas we expect you to embody and promote our Values and defined behavioral expectations.

Integrity: Do the right thing the right way every time.

o Be honest and uphold commitments and responsibilities earn the trust and respect of the team and those we serve and maintain privacy and confidentiality.

Compassion: Treat everyone with respect and dignity.

o Foster an environment of inclusivity and well-being practice patience and empathy and assume positive intent.

Synergy: Collaborate to improve outcomes.

o Invite and explore new opportunities promote effective communication and teamwork take pride in yourself your work and HealthTexas.

Stewardship: Use resources responsibly and efficiently.

o Implement effective strategies to attain goals achieve maximum productivity and results and seek continuous knowledge and improvement.

Essential Job Duties & Responsibilities

Handles inbound/outbound calls. Responds to messages and emails upon daily using exceptional communication and customer services skills.

Performs a variety of administrative tasks that support Marketing such as scheduling first appointments for new MA HMO patients utilizing eCW performing & tracking PCP Transfers adding welcome home visits to AgencyBloc follows all new MA HMO adds until patient is scheduled as well as clerical duties as requested.

Prints and distributes various documents such as event flyers and disseminates to appropriate individuals.

Tracks patient/agent issues and reports data monthly.

Tracks provider participation and reports data monthly.

Coordinates external events with event management partner.

Performs and distributes MA HMO Birthday Card and Agent Thank You cards monthly.

Performs and distributes clinic event activities monthly.

Performs 30-day call back reports on clinics who do not have an Advanced Medical Receptionist.

Distributes collects summarizes and reports data for 30-day call back reports.

Opens sorts and timestamps delivered mail and prepares outgoing mail as needed.

Assists with developing and updating administrative systems to make them more efficient.

Updates and revises SOPs and other documents to reflect changes in policies.

Coordinates meetings for Marketing Team records meeting minutes and ensures minutes and agendas are distributed in a timely manner.

Assists in the workflow enhancement process and monitors various programs to assess productivity.

Maintains office supply inventories.

Maintains office printing and promotional item inventories.

Create and implement effective inventory management procedures.

Work with supply vendors to ensure clinics are routinely stocked.

Occasionally travel off-site to deliver inventory items to clinical sites.

Coordinate communication between various departments schedule meetings distribute reports and keep all parties informed of general business operations.

Experience

Minimum 2 years of administrative/clerical services

Experience working within medical practice setting and supporting medical office management

Experience using healthcare based applications such as eCW or other electronic medical records preferred.

Ability to read write and speak Spanish is preferred.

Education

H.S. Diploma required. Bachelors degree preferred.

Knowledge Skills & Abilities

Computer proficiency with Microsoft Office. Must have intermediate knowledge of and experience using Microsoft Office. Excel spreadsheets and PowerPoint presentations preferred.

Strong multi-tasking abilities.

Detail-oriented with the ability to prioritize needs and manage resources.

Work Hours Travel Requirements

Monday Friday business hours and as needed to complete projects.

Travel to clinic and administrative offices as necessary.

Working Conditions & Physical Requirements

This job operates in an office setting. This role routinely uses standard office equipment such as computers phones photocopiers scanners filing cabinets and fax machines.

Requires prolonged sitting some bending stooping stretching and occasional lifting up to 50 pounds.

Requires hand-eye coordination and manual dexterity sufficient to operate a keyboard photocopier telephone calculator and other office equipment.

Requires normal range of hearing and eyesight to record prepare and communicate appropriate reports. Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus.