Office Coordinator 2

Baylor Scott & White Health; Grapevine (TX); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health benefits

401(k) with company match

Tuition reimbursement

PTO accrual from Day 1

Job summary

The Office Coordinator at Baylor Scott & White The Heart Hospital – Grapevine supports administrative and clerical functions for a cardiovascular department. This role involves data entry, scheduling, front-desk support, event logistics, and policy development assistance as the hospital prepares to open in Spring 2027.

Based in Grapevine, TX, you will join a team committed to world-class, patient-centered heart care and continuous improvement, with orientation and training ahead of the campus

Qualifications

• High school diploma or GED required.
• 1 year of experience in an office or healthcare setting preferred.
• Strong communication and organizational skills required.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide administrative and clerical support to the cardiovascular department.
• Enter data, prepare routine communications and reports.
• Coordinate scheduling, travel, and office events as needed.
• Greet visitors and assist patients with inquiries per policy.
• Maintain confidential files and ensure accurate records.

Skills

Scheduling

Customer service

Healthcare experience

Document management

Communication

Data entry

Education

HS Diploma/GED

Tools

MS Office

Job description

Baylor Scott & White The Heart Hospital – Grapevine, Texas

Be Part Of What’s Next In Cardiovascular Care

An extraordinary opportunity is taking shape in Grapevine, Texas—and we invite you to help build it.

Baylor Scott & White The Heart Hospital - Grapevine is preparing to open its doors in Spring 2027, and we are assembling an elite team of cardiovascular professionals who want more than a job—they want to help define the future of heart care in one of the nation’s fastest‑growing regions.

As a new team member, you’ll play a pivotal role in shaping a new, state‑of‑the‑art heart hospital designed with one purpose in mind: delivering world‑class, patient‑centered cardiovascular care. In anticipation of our opening, select roles will begin as early as Summer 2026, allowing you to complete comprehensive orientation and training at our nationally recognized Baylor Scott & White Heart Hospitals. This immersive experience ensures you are fully prepared, aligned with our culture, and equipped with the highest standards of clinical excellence well before the Frisco campus opens.

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

• Scheduling experience preferred.
• Customer service experience preferred.
• Prior experience working in healthcare setting (inpatient or outpatient) preferred.
• 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.

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