What are the responsibilities and job description for the Bookkeeping and Office Administrator position at THOT: A Hospital Association of Safety Net...?
PART-TIME BOOKKEEPING & OFFICE ADMINISTRATOR
Teaching Hospitals of Texas
Teaching Hospitals of Texas (THOT) is a nonprofit association dedicated to supporting Texas public teaching hospitals and affiliated private hospitals in their shared mission to serve all Texans—particularly vulnerable populations and educate Texas’ healthcare workforce. We are seeking a part-time Bookkeeping and Office Administrator to support our business operations and provide administrative assistance to our small, collaborative team.
This role is well suited for someone who values public service, enjoys working behind the scenes to support mission-driven work, and takes pride in ensuring that organizational operations run smoothly and responsibly.
ABOUT US
Teaching Hospitals of Texas is a nonprofit association with two full-time staff representing 15 Texas public teaching and affiliated private hospitals. Our member hospitals are committed to caring for all Texans, advancing trauma and disaster preparedness, strengthening the healthcare workforce, and engaging in thoughtful advocacy within the Texas legislative process.
ABOUT THE POSITION
- Hours: 20 hours per week, Monday–Friday mornings
- Work Environment: Primarily in-office with some remote flexibility based on organizational needs
- Team Culture: Small, collaborative, and mission-focused
- Opportunity: Meaningful exposure to healthcare policy, nonprofit governance, and collaboration with hospital leaders across Texas
KEY RESPONSIBILITIES
Business Office & Financial Support
- Receive, review, and organize invoices, bills, bank, investment, and payroll statements with accuracy and care.
- Maintain well-organized electronic and paper records to support responsible financial stewardship, contracts, and audits.
- Prepare materials for CEO review and approval, supporting timely payments and compliance.
- Coordinate with CPA office on invoices, payments and related documents and processes.
- Track and support key operational timelines and documents, including:
- Tax filings (Form 990 and property tax)
- Audit materials
- Insurance documentation (General Liability and Directors & Officers)
- Staff health insurance records
- Consultant contracts and updates
- Member dues communications and records
Administrative & Leadership Support
- Provide administrative and project support to the CEO and VP, including meeting scheduling, tracking deliverables, and preparing materials.
- Manage calendars and appointments, working collaboratively with hospital member executive offices, government relations and other core groups.
- Support government relations meetings and materials in coordination with the VP.
Board, Executive & Member Meeting Support
- Coordinate logistics for Executive Committee and Board meetings (virtual and in-person), including:
- Scheduling and communications
- Virtual meeting setup (Microsoft Teams)
- In-person meeting arrangements, including venues, hotel blocks, and meals
- Coordination with consultants
- Preparation and distribution of meeting materials
- Compilation and filing of final Board meeting records
Office & Organizational Support
- Support day-to-day office operations, including phones, mail, supplies, and coordination of IT or equipment needs.
- Maintain employee PTO records, calendars, and schedules.
- Oversee office equipment maintenance and inventory.
- Perform general clerical and administrative tasks such as document preparation, copying, scanning, and filing.
- Run occasional off-site errands.
- Assist with research or special projects when interests and skills align.
EDUCATION & EXPERIENCE
- Minimum of five (5) years of experience in managing office administration, business office operations, or similar roles and must include managing invoices and payments.
- Bachelor’s degree required; relevant experience may be substituted on a year-for-year basis.
KNOWLEDGE, SKILLS & ABILITIES
- Demonstrated knowledge and ability to accurately manage invoices, process payments, and maintain precise financial records.
- Strong attention to detail and commitment to accuracy.
- Clear, respectful, and professional written and verbal communication.
- Excellent organizational and time-management skills.
- Ability to manage multiple priorities with flexibility and calm.
- Ability to coordinate, organize and set meetings and manage calendars
- Collaborative and service-oriented approach to working with colleagues and members.
- Independent problem-solving and sound judgment.
- Dependability, discretion, and care in handling confidential information.
- Proficiency with Microsoft Office (Outlook, Excel, PowerPoint, TEAMS); familiarity with Dropbox and with QuickBooks preferred.
COMPENSATION & BENEFITS
- Pay Range: $35.00–$40.00 per hour depending on related experience
- Hours: 20 hours per week
- Employment Type: Part-time
- Benefits:
- Paid holidays
- Some remote flexibility, depending on organizational needs as determined by CEO.
Job Type: Part-time
Pay: $35.00 - $40.00 per hour
Expected hours: 20 per week
Benefits:
- Paid time off
Work Location: Hybrid remote in Austin, TX 78701
Salary : $35 - $40