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JOB SUMMARY

The Office Coordinator provides administrative and clerical support to a department specializing in BMT and Oncology. This is a full time onsite position.

• Provides comprehensive administrative support to multiple departments within BMT Administration, including Data Management, Donor Search, Financial Clearance, Quality Management, Oncology Accreditations, and Cancer Registry.

• Serves as reliable backup coverage for BMT Administration C-suite executives.

• Assists in managing external audits and inspections, including preparation, and logistics for both onsite and virtual formats.

• Performs regular and ad hoc audits as assigned.

• Maintains in-depth knowledge of BMT Program operations.

• Facilitates meetings by developing agendas and presentations, confirming attendance, and producing detailed meeting notes.

• Assists in managing document control processes for the BMT Program, ensuring accuracy, accessibility, and regulatory compliance.

• Handles travel arrangements, including preparing quotes, submitting registrations, booking airfare and hotels, processing reimbursement requests, and submitting mileage reports.

• Organizes meeting logistics by sending invitations, configuring virtual platforms (Webex, Teams, Zoom) and conference phones, reserving rooms, and coordinating catering.

• Processes financial transactions by creating and submitting check requests, tracking payments to completion, maintaining accounts payable binders for various cost centers and vendors, and monitoring monthly office supplies and other expenses across the fiscal year.

ESSENTIAL FUNCTIONS OF THE ROLE

Is responsible for the Office operations of a department. May coordinate workload distribution among Clerical Staff, and conduct training programs to keep staff abreast of current regulatory requirements and accreditation of programs.

May assist in developing policies, procedures and objectives to maximize workflow 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. Determines 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.

Accurately and rapidly prepares a variety of routine communications, reports, forms and correspondence. Coordinates production (formatting, copying, etc.) and dissemination of materials, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.

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.

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.

General computer skills, including but not limited to: typing, information security, electronic medical documentation, hand held scanning and email.

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

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.