Information Services Admin Assistant

United Regional; Wichita Falls (TX); On-site; USD 35,000 - 52,000; Full time

Job summary

United Regional in Wichita Falls is seeking a detail-oriented administrative partner to support Information Services, Telecommunications, and the Service Desk. The role handles routine secretarial tasks, data entry, new user setup, and confidential documentation while meeting deadlines.

You will use MS Office and Microsoft 365 tools to prepare reports, manage schedules, and assist end users. Strong English communication and typing skills are essential for success.

Qualifications

• Secretarial experience preferred or required.
• Strong written and verbal English skills.
• Fast typing with accuracy and good grammar.
• Ability to prioritize tasks and manage multiple requests.
• Professional communication with staff, physicians, and vendors.

Responsibilities

• Coordinate department communications and greet visitors, answer calls to ensure efficient information flow.
• Review policies and prepare time and attendance records; assemble documents for evaluations.
• Maintain department records and filing; track vendor contracts and service agreements.
• Manage scheduling for Information Services teams and coordinate training facilities.
• Update system databases and document changes; support end users on applications.
• Ensure confidentiality of employee and financial records; handle miscellaneous tasks as needed.

Skills

Two years secretarial experience

English communication

Typing 50 wpm

Prioritize workload

Interpersonal communication

Education

High School Diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Microsoft 365

Job description

Summary of Essential Functions

• Manages routine and detailed secretarial and coordination functions for Information Services, Telecommunications, Service Desk and other Information Services Teams.
• Maintains departmental files, databases as assigned, new user creation and other departmental needs.
• Meets deadlines with prompt, thorough approach, with ability to prioritize various requests and complete duties as required.
• Performs a wide variety of typing and data entry assignments that are often confidential in nature.
• Provides application support as needed.

Educational Requirements

• High School Diploma or equivalent.
• Must be able to communicate effectively in English, both verbally and in writing.

Knowledge/Skills/Abilities

• Two years previous secretarial experience preferred.
• Exercise initiative to follow through on projects for timeliness, completeness and serviceability.
• Ability to communicate effectively and courteously with Information Services personnel. Demonstrate patience, tact, diplomacy and persistence in daily contact with vendors, physicians and all hospital personnel.
• Must be able to prioritize work according to written or verbal instructions using organizational skills and sound judgment.
• Ability to type fifty (50) wpm for computer data entry ensuring correct spelling and grammar.
• Proficient in utilization of Microsoft Office products to include Word, Excel & PowerPoint as well as all M365 tools.
• Ability to concentrate on moderate detail with some interruption and attend to tasks for ten to twenty minutes at a time.
• Must be able to understand and relate to specific ideas generally, several at a time, and remember multiple tasks given to self and others over long periods of time.
• Ability to communicate in written word, using advance writing skills.

Physical Requirements

• Prolonged sitting at workstation and moderate walking.
• Ability to lift various weights frequently; perform moderately difficult manipulative and hand-eye coordination skills; see objects closely; and hear normal sounds with some background noises.

Duties and Responsibilities

• Coordinates all activities in preparation of department correspondence to facilitate ongoing communication and department activities. Handles correspondence as required and/or requested by the director. Greets department visitors and responds to incoming phone calls to ensure that accurate and efficient departmental communication is facilitated.
• Reviews and/or revises policies and procedures for Information Services departments time and attendance records. Compiles and distributes needed documents for employees’ annual evaluation. Coordinates department meetings; records, types and files minutes.
• Maintains department records and established department filing system to ensure the expeditious retrieval of information. Files all correspondence, reports, and forms in an appropriate location and in an orderly fashion within specified time frame of department. Maintains accurate record of all vendor contracts and service agreements.
• Contributes to the effective management of the department. Keeps the director informed of any unusual concerns, situations, or conditions relative to staff, patients, and physicians. Orders supplies and demonstrates cost effectiveness in the use of supplies and equipment. Coordinate and maintain schedules for Information Services teams. Maintain scheduling of training and conference facilities.
• Maintains system databases to ensure consistency across applications. Updates various files (i.e. equipment resource, provider) as needed. Documents changes in change management system.
• Supports defined applications as needed. Trains and supports end users on selected applications.
• Ensures confidentiality of all files and records (both employee data and financial data).
• Performs all other tasks/responsibilities as necessary.