Technical Assistant - Facility Services

Billings Clinic; Billings (MT); On-site; USD 23,000 - 29,000; Full time

Benefits offered by this job

Medical

Dental

Vision

403(b) Retirement Plan with employer

Defined Contribution Pension Plan

Paid Time Off

Employee wellness program

Job summary

Billings Clinic is seeking a Technical Assistant in Facility Services to provide administrative support to Directors and staff, manage databases and travel arrangements, and help maintain department policies. You’ll coordinate meetings, prepare materials, and ensure smooth daily operations in a busy hospital setting.

Starting wage is competitive and DOE, with full-time hours and non-exempt status. This role emphasizes customer service, data management, and collaborative teamwork within Billings

Qualifications

• High school graduate or equivalent.
• 1 year of progressive experience coordinating activities and information/data maintenance, preferably in a health care field.
• Customer service skills including the ability to interact effectively with employees, leadership, physicians, and external vendors.
• Ability to analyze basic customer/staff inquiries and determine appropriate action in conjunction with the Supervisor.
• Ability to incorporate specific needs and appropriate communication into assigned area of service.

Responsibilities

• Maintains department databases, primary records, manuals, and reference materials. Designs and produces correspondence, memorandums, documents, forms, newsletters, reports, metrics, and data graphs for projects and programs.
• Provides administrative and secretarial support to Directors, Managers, Clinical Coordinators and their staff for one or more departments including receiving and assisting visitors/callers, file and record management, telephones, meeting preparation and minutes.
• Coordinate travel arrangements including researching costs, completing expense forms, and working with outside vendors for travel.
• Assist in revising Billings Clinic policies and procedures and coordinating with management staff.
• Communicates appropriately with internal/external customers to identify concerns and ensure timely resolution.

Skills

Customer service

Communication skills

Analytical thinking

Education

High school diploma or equivalent

Job description

You'll want to join Billings Clinic for our outstanding quality of care, exciting environment, interesting cases from a vast geography, advanced technology and educational opportunities. We are in the top 1% of hospitals internationally for receiving Magnet® Recognition consecutively since 2006.

And you’ll want to stay at Billings Clinic for the amazing teamwork, caring atmosphere, and a culture that values kindness, safety and courage. This is an incredible place to learn and grow. Billings, Montana, is a friendly, college community in the Rocky Mountains with great schools and abundant family activities. Amazing outdoor recreation is just minutes from home. Four seasons of sunshine! You can make a difference here.

About Us

Billings Clinic is a community-owned, not-for-profit, Physician-led health system based in Billings with more than 4,700 employees, including over 550 physicians and non-physician providers. Our integrated organization consists of a multi-specialty group practice and a 304-bed hospital. Learn more about Billings Clinic (our organization, history, mission, leadership and regional locations) and how we are recognized nationally for our exceptional quality.

Your Benefits

We provide a comprehensive and competitive benefits package to all full- and part-time employees (minimum of 20 hours/week), including:

• Medical
• Dental
• Vision
• 403(b) Retirement Plan with employer matching
• Defined Contribution Pension Plan
• Paid Time Off
• employee wellness program

and much more.

Magnet: Commitment to Nursing Excellence

Billings Clinic is proud to be recognized for nursing excellence as aMagnet®-designated organization, joining only 97 other organizations worldwide that have achieved this honor four times. The re-designation process happens every four years. Click here to learn more!

Pre-Employment Requirements

All new employees must complete several pre-employment requirements prior to starting. Click here to learn more!

Technical Assistant - Facility Services

FACILITY SERVICES (Billings Clinic Main Campus)

Shift: Day

Employment Status: Full-Time (.75 or greater)

Hours per Pay Period: 1.00 = 80 hours every two weeks (Non-Exempt)

Starting Wage DOE: $17.00 - 21.25

The Technical Assistant is responsible for providing administrative and secretarial support for the Director, Managers, Clinical Coordinators and staff of one or more departments. including record and manual maintenance, establishing essential presentations and databases, extensive travel arrangements and first line interactions regarding internal/external customer concerns.

Essential Job Functions

• Maintains department(s) databases, primary records, manuals, and reference materials. Duties include system maintenance and data integrity for multiple system applications which may reside on more than one information system. Designs and produces correspondence, memorandums, documents, forms, newsletters, reports, metrics, and data graphs for projects and programs based on needs identified by the staff and leadership for the department(s) and/or organization.
• Provides administrative and secretarial support to Directors, Managers, Clinical Coordinators and their staff for one or more departments including receiving and assisting visitors/callers, file and record management, telephones, meeting preparation and minutes, etc. Coordinates functions for identified department staff including physicians if applicable. Duties may include but are not limited to:
  • Coordinating and maintaining appointment calendars.
  • Arranging meetings and preparing agendas, meeting notices and presentation materials.
  • Attend and transcribe meeting minutes.
  • May monitor allocation of expenses to appropriate cost centers.
  • Obtaining special services as needed.
  • Appropriate supply maintenance.
  • Site, material, and equipment preparation for events, meetings, educational offerings and presentations.
  • May assist in collating and scheduling department evaluations for Director and Managers.
• Responsible for arrangement, typing, distribution and maintenance/revision of Billings Clinic policies and procedures. Coordinates with management staff to revise policies and procedures (department-specific and hospital-wide).
• Coordinate with and assist Directors, Managers, Clinical Coordinators and their staff with travel arrangements including but not limited to:
  • Research costs and assist with initial paperwork for request for travel.
  • Complete Billings Clinic Business Travel/Education Expense form, including estimated expenses.
  • Work with outside vendors to arrange approved travel expenses (i.e. hotel, airline reservations, registration).
  • Obtain necessary signatures for approval; submit expense forms to accounting to request pre-payment of approved hotel, airline, and registration expenses.
  • Complete "Actual Expenses" portion of the Billings Clinic Business Travel/Education Expense form. Submit airline ticket stubs, detail of hotel charges, and receipts for reimbursable expenses to Accounting and other entities if applicable.
• Performs other duties as assigned or as needed to meet the needs of the department/organization including but not limited to:
  • Communicates appropriately with internal/external customers to identify concerns and issues, identifies routing to appropriate resources, and follows up to ensure all matters requiring attention are addressed promptly and efficiently.
  • May assist with work across departmental lines as needed to meet organizational needs.
  • Acts as a resource to Billings Clinic Leadership and Supervisory staff.
  • Identifies needs and sets goals for own growth and development; meets all mandatory system/departmental requirements.
  • Maintains competency in all organizational, departmental and outside agency requirements relevant to job performance.
  • May represent department in delegated committees and meetings.

Minimum Qualifications

Education

• High school graduate or equivalent.

Experience

• 1 year of progressive experience in coordinating activities and information/data maintenance preferably in a health care field. Prior experience must also have included interactive responsibilities with staff and public.
• Entry level position requires approximately six months of training to acquire basic knowledge levels and normally requires one to two years’ work experience to gain proficiency, detailed knowledge of computers and databases, and basic statistics, data collection and analysis tools.
• Customer service skills including the ability to interact effectively with employees, leadership, physicians, and external vendors.
• Ability to analyze basic customer/staff inquiries and determine appropriate action in conjunction with the Supervisor.
• Ability to incorporate specific needs and appropriate communication into assigned area of service.

Billings Clinic is Montana’s largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi-specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Learn more at www.billingsclinic.com/aboutus

Billings Clinic is committed to being an inclusive and welcoming employer, that strives to be kind, safe, and courageous in all we do. As an equal opportunity employer, our policies and processes are designed to achieve fair and equitable treatment of all employees and job applicants. All employees and job applicants will be provided the same treatment in all aspects of the employment relationship, regardless of race, color, religion, sex, gender identity, sexual orientation, pregnancy, marital status, national origin, age, genetic information, military status, and/or disability. To ensure we provide an accessible candidate experience for prospective employees, please let us know if you need any accommodations during the recruitment process.

Human Resources is located on the corner of North 29th and 8th Avenue North. Enter through the main entrance to the building and go to the lower level. Human Resources is located at the bottom of the main entrance staircase to the right.