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Admin Asst

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Baylor Scott & White Health

Aug 1

Applications are closed

  • Job
    Full-time
    Entry Level
  • College Station

Requirements

  • - 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 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.
  • - EDUCATION - H.S. Diploma/GED Equivalent
  • - EXPERIENCE - 2 Years of Experience

Responsibilities

  • Accurately and rapidly prepares a variety of routine communications, reports, forms and correspondence. Coordinates production and dissemination of materials, such as presentations, course handouts, grant proposals, conference and seminar materials, complex 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, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors. Takes meeting minutes and disseminates to appropriate parties.
  • 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/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.
  • Creates and diligently maintains a variety of confidential files in accordance with established policies and procedures.

FAQs

What is the role of the Admin Assistant?

The Admin Assistant supports team members and department directors by collecting, reviewing, and preparing data for reports, charts, and presentations. They also handle routine inquiries, schedule meetings and travel, and may be responsible for regular report distribution.

What are the essential functions of the Admin Assistant?

The essential functions include preparing communications and reports, managing vendor invoices, organizing conferences and events, answering and screening phone calls, greeting visitors, scheduling calendars, monitoring supply levels, and maintaining confidential files.

What skills are necessary for success in this role?

Key success factors include knowledge of office procedures, excellent customer service skills, confidentiality maintenance, social skills for interacting with various constituencies, document management skills, clear communication, attention to detail, and advanced computer proficiency.

What tools and applications should an Admin Assistant be proficient in?

An Admin Assistant should be proficient in the MS Office suite, including Word, Excel, and PowerPoint, as well as possess advanced computer skills such as typing, information security management, electronic documentation, and email usage.

What are the educational qualifications required for this position?

The position requires a High School Diploma or GED equivalent.

How much experience is needed for the Admin Assistant role?

A minimum of 2 years of experience is required for this position.

What benefits do Admin Assistants receive?

Benefits include immediate eligibility for health and welfare benefits, a 401(k) savings plan with a dollar-for-dollar match up to 5%, tuition reimbursement, and PTO accrual beginning on Day 1.

Is there a requirement for maintaining confidentiality in this role?

Yes, maintaining confidentiality of delicate and confidential information is critical in this role.

How important are communication skills for the Admin Assistant position?

Communication skills are very important as the Admin Assistant must clearly and effectively convey thoughts and ideas both verbally and in writing.

What does the Admin Assistant do regarding vendor management?

The Admin Assistant is responsible for managing vendor invoices to ensure accurate and timely billing for clients and vendors.

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Baylor Scott & White Health

Changing Healthcare for the Better.

Science & Healthcare
Industry
10,001+
Employees
1903
Founded Year

Mission & Purpose

As the largest not-for-profit health system in the state of Texas, Baylor Scott & White promotes the health and well-being of every individual, family and community it serves. It is committed to making quality care more accessible, convenient and affordable through its integrated delivery network, which includes the Baylor Scott & White Health Plan, Baylor Scott & White Research Institute, the Baylor Scott & White Quality Alliance and its leading digital health platform – MyBSWHealth. Through 51 hospitals and more than 1,100 access points, including flagship academic medical centers in Dallas, Fort Worth and Temple, the system offers the full continuum of care, from primary to award-winning specialty care. Founded as a Christian ministry of healing more than a century ago, Baylor Scott & White today serves more than three million Texans. For more information, visit: BSWHealth.com.

Culture & Values

  • We serve faithfully

  • We never settle

  • We are in it together

  • We make an impact