Department Asst
Baylor Scott & White Health


Job Info


JOB SUMMARY

The Department Asst provides non-clinical administrative or operational support to a team, department or another group in the organization, including document editing, proofing, formatting, and production, data entry and filing, scheduling meetings, arranging travel arrangements, and receiving and relaying telephone messages from internal and external sources that are not clinical in nature.

ESSENTIAL FUNCTIONS OF THE ROLE

Plans and schedules calendar(s) based on consultation, resolve calendaring conflicts, and arranges travel in compliance with Organization policies.

Answers and screens phone calls for the office or department; routes calls as appropriate within established customer service guidelines; accurately records messages and delivers to the appropriate party in a timely manner. Determines and takes appropriate action as required.

Greets visitors, guests and/or patients promptly and courteously; ascertains their needs and provides assistance in accordance with established policies and procedures or, if unable or unqualified to assist, promptly refers to the appropriate party or department.

Accurately and rapidly prepares a variety of routine communications, reports, forms and correspondence. Coordinates production (formatting, copying, etc.) and dissemination of materials, such as presentations, course handouts, grant proposals, conference and seminar materials, brochures, and displays.

Promptly opens, routes and distributes incoming and outgoing materials in a timely manner.

Monitors supply levels and orders accordingly; receives, stores and distributes supplies.

Creates and diligently maintains a variety of confidential files in accordance with established policies and procedures.

Schedules and organizes meetings and ensures materials are readily available as needed. operates conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

KEY SUCCESS FACTORS

Knowledge of office procedures.

Able to provide consistently excellent customer service with empathy, patience and confidence.

Able to maintain the confidentiality of sensitive and confidential information obtained through the course of completing assignments.

Interpersonal skills to interact with a wide-range of constituencies.

Skilled in document management, including sorting and filing techniques, and records retention to maintain accurate records.

Able to communicate thoughts clearly; both verbally and in writing.

Must be able to read, write and follow instructions and flow chart protocols.

Able to maintain a calm and helpful attitude, even under times of stress, and take appropriate and reasonable steps to resolve issues.

Able to work carefully, with a high attention to detail.

General computer skills, including but not limited to: typing, information security, electronic medical documentation, hand held scanning and email.

Proficient with MS Office suite including Word, Excel, PowerPoint

BENEFITS

Our competitive benefits package includes the following
- Immediate eligibility for health and welfare benefits
- 401(k) savings plan with dollar-for-dollar match up to 5%
- Tuition Reimbursement
- PTO accrual beginning Day 1
Note: Benefits may vary based upon position type and/or level

QUALIFICATIONS

- EDUCATION - H.S. Diploma/GED Equivalent

- EXPERIENCE - 1 Year of Experience



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