Administrative Assistant

JOB SUMMARY

The Admin Assistant supports individuals, large teams or department directors. Collects, reviews and analyzes data and prepares reports, charts, budgets, and other presentation materials. Responds to or routes routine inquiries from external or internal sources with own correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. May be responsible for creating reports and distributing on a regular schedule.

ESSENTIAL FUNCTIONS OF THE ROLE

Accurately and rapidly prepares a variety of routine communications, reports, forms and correspondence. Coordinates production (formatting, copying, etc.) and dissemination of materials.

Manages vendor invoices to ensure that the client and vendor billing is accurate and handled in a timely manner.

Greets visitors, guests and / or employees 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.

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.

Managing QGenda and time off balance reports for 87+ radiologists

Payroll for Sr. Staff-moonlighting, category M etc.

Maintain Files for moonlighting radiologists.

responsible for distributing weekly schedules for residents, nurses, tech conferences and call schedules.

KEY SUCCESS FACTORS

Knowledge of office procedures.

Able to provide consistently excellent customer service with empathy, patience and confidence.

Able to maintain the confidentiality of sensitive and confidential information obtained through the course of completing assignments.

Interpersonal 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.

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.

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 - 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.