JOB SUMMARY

The Office Coordinator provides administrative and clerical help to a large department that currently manages 6 physician residency training programs and one fellowship program.  Support includes entering, taking meeting minutes, coordinating the management of 30,000 square feet of office space including conference room and classroom reservations.  May assist with other clerical responsibilities like assisting with power point presentation and facilitating newsletter content and other special projects as assigned.

ESSENTIAL FUNCTIONS OF THE ROLE

• Is accountable for the Office operations of a department.
• Accurately and rapidly prepares a variety of routine communications, reports, forms and correspondence. Coordinates production (typing, formatting, copying, etc.) and dissemination of materials, such as meeting minutes, presentations, course handouts, conference and seminar materials, complex reports, brochures, and displays.
• May assist in updating policies, procedures and ensure accuracy of records, reports, and letters.
• Answers and screens phone calls for the office or department; routes calls as appropriate within established customer service guidelines; accurately records messages and delivers to the appropriate party in a timely manner. Establishes and takes appropriate action as required.
• Greets visitors, guests and patients promptly and courteously; ascertains their needs and provides assistance in accordance with established policies and procedures or, if unable or unqualified to assist, promptly refers 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.
• Promptly opens, routes and distributes incoming and outgoing materials in a timely manner.
• Monitors supply levels and orders accordingly; receives, stores and distributes supplies. Performs service and maintenance activities related to minor equipment (i.e., changing ribbons, toners, calling repairmen, etc.).
• Creates and diligently maintains a variety of confidential files in accordance with established policies and procedures.

KEY SUCCESS FACTORS

• Knowledge of office procedures and proficiency in the Microsoft Office suite - specifically Word, Excel and Power Point.
• 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 maintain a calm and helpful attitude, even under times of stress, and take appropriate and reasonable steps to resolve issues.
• Able to work carefully, with a high attention to detail.

BENEFITS - Our competitive benefits package includes the following

• 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

QUALIFICATIONS

• EDUCATION - H.S. Diploma/GED Equivalent
• EXPERIENCE - 1 Year of Experience

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About Baylor Scott & White Health

Baylor Scott & White Health (BSWH) is the largest not-for-profit health care system in Texas and one of the largest in the United States. With a commitment to and a track record of innovation, collaboration, integrity and compassion for the patient, BSWH stands to be one of the nation’s exemplary health care organizations. Our mission is to serve all people by providing personalized health and wellness through exemplary care, education and research as a Christian ministry of healing. Joining our team is not just accepting a job, it’s accepting a calling!

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