Department Asst - Part-Time Job Share (20 Hours/Week)

Baylor Scott & White Health•Temple, TX

9d•Onsite

About The Position

The Department Assistant provides non-clinical administrative help to a team or department. This includes document editing, proofing, formatting, and production. They also handle data entry, filing, scheduling meetings, and arranging travel. Additionally, they receive and relay telephone messages from internal and external sources.

Requirements

Knowledge of office procedures.
Able to give 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 and take 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, handheld scanning, and email.
Proficient with MS Office suite including Word, Excel, PowerPoint.
1 Year of Experience

Responsibilities

Plans and schedules calendar(s) based on consultation, resolves 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 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 patients promptly and courteously. Ascertains their needs and provides help by established policies and procedures. If unable or unqualified to help, promptly refers to the appropriate party or department.
Accurately and rapidly prepares various routine communications, reports, forms, and correspondence. Coordinates production and dissemination of materials like presentations, course handouts, grant proposals, conference materials, brochures, and displays.
Promptly opens, routes, and distributes incoming and outgoing materials in a timely way.
Monitors supply levels and orders accordingly; receives, stores, and distributes supplies.
Creates and diligently maintains a variety of confidential files by established policies and procedures.
Schedules and organizes meetings. Ensure materials are readily available as needed. Operates conferences, seminars, and events. Recommends vendors for services. Oversees production and distribution of materials. Coordinates logistics. Serves as liaison with internal and external vendors.