Department Support Assistant

Baylor St. Luke’s Medical Center is an internationally recognized leader in research and clinical excellence that has given rise to breakthroughs in cardiovascular care neuroscience oncology transplantation and more. Our team’s efforts have led to the creation of many research programs and initiatives to develop advanced treatments found nowhere else in the world. In our commitment to advancing standards in an ever-evolving healthcare environment our new McNair Campus is designed around the human experience—modeled on evidence-based practices for the safety of patients visitors staff and physicians. The 27.5-acre campus represents the future of healthcare through a transformative alliance focused on leading-edge patient care research and education. Our strong alliance with Texas Heart® Institute and Baylor College of Medicine allows us to bring our patients a powerful network of care unlike any other. Our collaboration is focused on increasing access to care through a growing network of leading specialists and revolutionizing healthcare to save lives and improve the health of the communities we serve.

JOB SUMMARY / PURPOSE
Provides a variety of support to assigned administrator and department; establishing and maintaining department records; tracking department funds, grants and purchasing; compiling reports; ensuring compliance of department
records with mandated requirements; and monitoring assigned projects and/or program components.

ESSENTIAL KEY JOB RESPONSIBILITIES
1. Compiles data (e.g. vendor information, budget, personnel records, etc.) for the purpose of preparing reports or processing requests.

2. Coordinates assigned projects and/or program components (e.g. arrangements for conferences and meetings, and travel requirements; CCA testing materials, contract preparation, report card forms, etc.) for the purpose of completing activities and/or delivering services in compliance with established guidelines

3. Maintains a variety of manual and electronic documents files and records (e.g. department databases, calendars, work orders, time sheets, expense reimbursement requests, etc.) for the purpose of providing up‐to‐date information and/or historical reference in accordance with established administrative guidelines and legal requirements

4. Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items’ availability

5. Verifies all invoices, credits and rebates for accuracy when needed

6. Monitors a variety of activities (e.g. status of state curriculum guidelines on website, budget line expenditures, etc.) for the purpose of ensuring that financial practices are followed and in compliance with district policies

7. Prepares a variety of correspondence, reports and other materials (e.g. grant applications, budget reports, surveys, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information

8. Processes a variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, etc.) for the purpose of disseminating information in compliance with established administrative guidelines

9. Responds to a wide variety of program‐specific and district‐general inquiries from a variety of internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction

Required Education and Experience

*High School Diploma/GED
*Job related experience is required