Office Coordinator 2 (Donor Center)

Baylor Scott & White Health•Temple, TX

1d•Onsite

About The Position

The Office Coordinator provides administrative and clerical support to a department or office. Duties include data entry, word processing, coordinating logistics for office events and moves, and providing backup support for reception or the mailroom. The coordinator may also help develop policies, procedures, and targets. This role is based primarily at the Donor Center, with occasional support at blood drive events. The position serves as the donation center’s primary point of contact, welcoming donors and patients, answering questions, sharing information about services, and coordinating appointments in Epic. The schedule is Monday through Friday, onsite, with hours that vary according to Donor Center operations and blood drive schedules. Start times may be as early as 6:30 AM and end times as late as 6:30 PM. Flexibility to adjust work hours and locations to support operations is required.

Requirements

High school diploma or GED equivalent.
One year of experience.
Demonstrated clerical and administrative experience.
Proficiency with Microsoft Excel and other computer software applications.
Strong customer service skills and the ability to provide a positive, professional experience for patients and visitors.
Knowledge of office procedures.
Ability to maintain confidentiality of sensitive information.
Social skills to interact with a wide range of constituencies.
Document management skills, including sorting, filing, and records retention.
Clear verbal and written communication skills.
Ability to read, write, and follow instructions and flow chart protocols.
Ability to remain calm and helpful under stress and take appropriate steps to resolve issues.
Careful, detail-oriented work habits.
General computer skills, including typing, information security, electronic medical documentation, handheld scanning, and email.
Flexibility to adjust work hours and locations to support donor center and blood drive operations.

Nice To Haves

Epic experience.

Responsibilities

Be accountable for the office operations of a department and potentially coordinate workload distribution among clerical staff.
Conduct training programs to keep staff updated on current regulatory requirements and program accreditation.
Assist in developing policies, procedures, and targets to maximize workflow and ensure the accuracy of records, reports, and letters.
Answer and screen calls, route them appropriately, record messages, and take appropriate follow-up action.
Greet visitors, guests, donors, and patients; determine their needs and assist or refer them to the appropriate party.
Plan and schedule calendars, resolve scheduling conflicts, and arrange travel in compliance with organizational policies.
Prepare routine communications, reports, forms, and correspondence; coordinate the production and distribution of materials such as presentations, handouts, proposals, conference materials, reports, brochures, and displays.
Open, route, and distribute incoming and outgoing materials promptly.
Monitor supply levels, order and distribute supplies, and perform minor equipment maintenance or arrange repairs.
Create and maintain confidential files in accordance with established policies and procedures.
Serve as the primary point of contact for the donation center, provide information about services including directed and autologous donations, and create a welcoming environment.
Schedule Therapeutic Phlebotomy, Therapeutic Apheresis, and laboratory appointments in Epic accurately and promptly.
Provide occasional support at blood drive events as needed.