Technical Assistant - Facility Services

Billings Clinic•Billings, MT

5d•Onsite

About The Position

The Technical Assistant provides administrative and secretarial support to the Director, Managers, Clinical Coordinators, and staff of one or more Facility Services departments. The role maintains department records, databases, manuals, and reference materials; prepares correspondence and reports; coordinates meetings and department functions; and serves as a first point of contact for internal and external customer concerns. It also coordinates approved business travel and education arrangements and related expense documentation. The position is based at Billings Clinic Main Campus and is full-time on the day shift.

Requirements

High school graduate or equivalent.
One year of progressive experience coordinating activities and maintaining information or data, preferably in a health care field.
Prior experience involving interactive responsibilities with staff and the public.
Customer service skills and the ability to interact effectively with employees, leadership, physicians, and external vendors.
Ability to analyze basic customer or staff inquiries and determine appropriate action in conjunction with the Supervisor.
Ability to incorporate specific needs and appropriate communication into the assigned service area.

Responsibilities

Maintain department databases, primary records, manuals, and reference materials, including system maintenance and data integrity across applications and information systems.
Prepare correspondence, memorandums, documents, forms, newsletters, reports, metrics, and data graphs for department and organizational projects and programs.
Provide administrative and secretarial support, including assisting visitors and callers, managing files and records, handling telephones, and preparing for meetings and taking minutes.
Coordinate department functions, including maintaining appointment calendars; arranging meetings and preparing agendas, notices, and presentation materials; obtaining special services; maintaining supplies; and preparing sites, materials, and equipment for events and educational offerings.
Monitor allocation of expenses to appropriate cost centers when needed and assist with scheduling department evaluations for Directors and Managers.
Arrange, type, distribute, and maintain or revise Billings Clinic policies and procedures in coordination with management staff.
Coordinate approved business travel and education arrangements, including researching costs, preparing travel forms and estimates, working with vendors on reservations and registrations, obtaining approval signatures, and submitting pre-payment and actual-expense documentation and receipts.
Communicate with internal and external customers to identify concerns, route issues to appropriate resources, and follow up to ensure matters are addressed promptly and efficiently.
Assist across departmental lines as needed, act as a resource to leadership and supervisory staff, and represent the department in delegated committees and meetings.
Identify development needs and goals, complete mandatory requirements, and maintain competency in applicable organizational, departmental, and outside-agency requirements.
Perform other duties as assigned or needed to meet department and organizational needs.