Administrative Assistant

Baylor Scott & White Health•Temple, TX

About The Position

The Admin Assistant helps team members, large teams, or department directors. Collects, reviews, and examines data. Prepares reports, charts, budgets, and other presentation materials. Responds to or routes routine inquiries from external or internal sources. Uses own correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. May create and distribute reports on a regular schedule.

Requirements

Knowledge of office procedures.
Able to provide consistently excellent customer service with lenity, patience and confidence.
Able to maintain the confidentiality of delicate and confidential information obtained through the course of completing assignments.
Social 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 stay calm and helpful during stress. Takes appropriate steps to resolve issues.
Able to work carefully, with a high attention to detail.
Advanced 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.
H.S. Diploma/GED Equivalent
2 Years of Experience

Responsibilities

Accurately and quickly prepares routine communications, reports, forms, and correspondence.
Coordinates production and distribution of materials like presentations, handouts, proposals, reports, brochures, and displays.
Manages vendor invoices to ensure that the client and vendor billing is accurate and handled in a timely manner.
Schedules, organizes, and operates conferences, seminars, and events. Recommends vendors for services and oversees material production and distribution. Coordinates logistics and serves as a liaison with vendors. Takes meeting minutes and disseminates them to appropriate parties.
Answers and screens phone calls for the office or department. Routes calls as appropriate within customer service guidelines. Accurately records messages and delivers them to the appropriate party promptly. Establishes and takes appropriate action as required.
Greets visitors, guests, and employees promptly and courteously. Determines their needs and provides help according to policies and procedures. If unable to assist, refers them to the appropriate party or department.
Plans and schedules calendar(s) based on consultation, resolve calendaring conflicts, and arranges travel in compliance with Organization policies.
Monitors supply levels and orders accordingly. Receives, stores, and distributes supplies. Performs service and maintenance on minor equipment, like changing ribbons and toners or calling repairmen.
Creates and diligently maintains a variety of confidential files in accordance with established policies and procedures.