Administrative Assistant

About Us

Here at Baylor Scott & White Health we promote the well-being of all individuals, families, and communities. Baylor Scott and White is the largest not-for-profit healthcare system in Texas that empowers you to live well.

Our Core Values are:

• We serve faithfully by doing what's right with a joyful heart.

• We never settle by constantly striving for better.

• We are in it together by supporting one another and those we serve.

• We make an impact by taking initiative and delivering exceptional experience.

Benefits

Our benefits are designed to help you live well no matter where you are on your journey. For full details on coverage and eligibility, visit the Baylor Scott & White Benefits Hub to explore our offerings, which may include:

• 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.

Job Summary

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.

Essential Functions of the Role

• 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.

Key Success Factors

• 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.

Belonging Statement

We believe that all people should feel welcomed, valued and supported.

QUALIFICATIONS

• EDUCATION - H.S. Diploma/GED Equivalent

• EXPERIENCE - 2 Years of Experience

As a health care system committed to improving the health of those we serve, we are asking our employees to model the same behaviours that we promote to our patients. As of January 1, 2012, Baylor Scott & White Health no longer hires individuals who use nicotine products. We are an equal opportunity employer committed to ensuring a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.