Administrative Support Specialist

1 month ago

Plano, Texas, United States Baylor Scott White Health Full time

Job Summary

The Administrative Assistant provides administrative support to team members, departments, and directors. This role involves collecting, reviewing, and analyzing data to prepare reports, charts, and other presentation materials. The successful candidate will respond to or route routine inquiries from external or internal sources, schedule and coordinate meetings, travel, and other group activities, and may be accountable for creating reports and distributing them on a regular schedule.

Key Responsibilities

  • Prepare a variety of routine communications, reports, forms, and correspondence accurately and efficiently.
  • Coordinate the production and dissemination of materials, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • Manage vendor invoices to ensure accurate and timely billing.
  • Schedule, organize, and operate conferences, seminars, and events, including recommending vendors, overseeing production and distribution, coordinating logistics, and serving as liaison with internal and external vendors.
  • Answer and screen phone calls for the office or department, route calls as appropriate, accurately record messages, and deliver them to the appropriate party in a timely manner.
  • Provide excellent customer service, greet visitors, guests, and employees promptly and courteously, and provide assistance in accordance with established policies and procedures.
  • Plan and schedule calendars, resolve calendaring conflicts, and arrange travel in compliance with organization policies.
  • Monitor supply levels, order supplies, receive, store, and distribute them, and perform service and maintenance activities related to minor equipment.
  • Create and maintain confidential files in accordance with established policies and procedures.

Requirements

  • Knowledge of office procedures and ability to maintain confidentiality.
  • Excellent customer service skills, with the ability to interact with a wide range of constituencies.
  • Ability to communicate thoughts clearly, both verbally and in writing.
  • Advanced computer skills, including typing, information security, electronic medical documentation, hand-held scanning, and email.
  • Proficiency with MS Office suite, including Word, Excel, and PowerPoint.

Benefits

  • 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.

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