Transplant Program Office Coordinator II

About Us

Here at Baylor Scott & White Health we promote the well-being of all individuals, families, and communities. Baylor Scott and White is the largest not-for-profit healthcare system in Texas that empowers you to live well.

Our Core Values are:

• We serve faithfully by doing what''s right with a joyful heart.
• We never settle by constantly striving for better.
• We are in it together by supporting one another and those we serve.
• We make an impact by taking initiative and delivering exceptional experience.

Benefits

Our benefits are designed to help you live well no matter where you are on your journey. For full details on coverage and eligibility, visit the Baylor Scott & White Benefits Hub to explore our offerings, which may include:

• 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.

Job Summary

The Office Coordinator provides administrative and clerical help to a department or office. This includes entering data, performing word processing, coordinating logistics for office events and moves, and providing back-up help for reception or the mailroom. The coordinator may assist in developing policies, procedures, and targets.

Essential Functions of the Role

• Is accountable for the Office operations of a department. May coordinate workload distribution among Clerical Staff. Conducts training programs to keep staff updated on current regulatory requirements and program accreditation.
• May assist in developing policies, procedures and targets 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 customer service guidelines. Accurately records messages and delivers them to the appropriate party promptly. Establishes and takes appropriate action as required.
• Greets visitors, guests, and patients promptly and courteously. Ascertains their needs and provides assistance per established policies and procedures. 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 routine communications, reports, forms, and correspondence. Coordinates production and dissemination of materials like presentations, course handouts, grant proposals, conference 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 on minor equipment, like changing ribbons and toners or calling repairmen.
• 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 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 stay calm and helpful under stress. Take appropriate 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.

• Serve as the primary administrative point of contact for the Transplant Program, supporting patients, families, providers, leadership, and multidisciplinary care teams.

• Coordinate complex provider and surgeon schedules, manage meeting logistics, conference room reservations, and maintain critical department calendars and call schedules

• Strong customer service, phone etiquette, and interpersonal communication skills.

• Healthcare experience strongly preferred, particularly in a hospital, specialty practice, transplant, or clinical support environment.

• Support compliance-related processes by assisting with required transplant correspondence, regulatory documentation, and time-sensitive communications.

Belonging Statement

We believe that all people should feel welcomed, valued and supported.

QUALIFICATIONS

• EDUCATION - H.S. Diploma/GED Equivalent
• EXPERIENCE - 1 Year of Experience