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

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 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.

Essential Functions of the Role

• 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. Ensures 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.

Key Success Factors

• 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.

Belonging Statement

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

QUALIFICATIONS

• EDUCATION - H.S. Diploma/GED Equivalent

• EXPERIENCE - 1 Year 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.