Administrative Assistant II

Job Summary The Quality Improvement Assistant (Administrative Assistant II) performs advanced administrative and technical support work for the Quality Management Department. Work involves maintaining Quality Management databases, spreadsheets, and tracking systems; coordinating the incident reporting system; validating quality data within the Electronic Medical Record (EMR); preparing reports, presentations, and meeting materials; and supporting quality improvement, patient safety, regulatory compliance, and accreditation activities. The assistant also supports Quality Management meetings, maintains departmental records, and supports the mission of the Texas Center for Infectious Disease Hospital. The role works under moderate supervision, participates in disaster response, recovery, and Continuity of Operations (COOP) activities, and may be required to work rotating shifts or overtime. Essential Job Functions Maintains Data and Reporting Systems – maintains Quality Management databases, spreadsheets, and tracking systems; enters, verifies, updates, and maintains quality data from multiple sources; prepares charts, graphs, dashboards, summaries, and reports for leadership and committees. Maintains the Quality Incident Reporting System – reviews incident reports for completeness and accuracy; performs data entry, monitors report status, follows up with departments, tracks follow‑up activities, and maintains data integrity within the system; generates routine reports and assists with quality assurance activities related to incident reporting. Validates Quality Management Data – accesses the Electronic Medical Record (EMR) to verify documentation accuracy, reconcile discrepancies, and maintain the integrity of quality performance measures and reports. Coordinates Meetings and Documentation – prepares agendas, meeting materials, presentations, and minutes; tracks committee action items and co‑facilitates meetings; maintains records and follows up on assigned tasks. Supports Regulatory and Accreditation Activities – maintains files, regulatory documentation, and supporting records; assists with preparing reports, correspondence, and presentations for accreditation and survey readiness. Supports Quality Management Operations – responds to routine inquiries, maintains departmental records, assists with special projects, coordinates routine administrative activities, and supports initiatives to promote efficient operations. Knowledge, Skills, and Abilities Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint. Office practices, records management, and administrative support procedures. Data entry, database management, and spreadsheet maintenance. Electronic Medical Record (EMR) systems and electronic reporting systems. Principles of quality improvement, patient safety, and healthcare data management. Confidentiality requirements, including HIPAA and protection of sensitive information. Maintaining accurate spreadsheets, databases, and tracking systems. Initial Screening Criteria Graduation from a standard senior high school or equivalent is generally preferred. A minimum of 3 years of administrative support experience. Experience using Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint. Preferred Qualifications Experience working in a hospital, healthcare, behavioral health, or public health setting. Benefits DSHS offers insurance coverage and additional benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). For more detail, visit the DSHS Careers Page. ADA Accommodations In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process. If reasonable accommodation is needed, please notify the contact scheduled for the interview. For assistance with the online application, contact the HHS Employee Service Center at View phone number on click.appcast.io or email View email address on click.appcast.io. Salary Information and Pre‑employment Checks The salary offered follows DSHS starting salary guidelines and is contingent upon available budgeted funds. Candidates selected for hire may be required to pass background and other due diligence checks and must bring I‑9 documentation on the first day of work. DSHS uses E‑Verify. #J-18808-Ljbffr