Hospital Services Administrative Assistant

Texas Organ Sharing Alliance (TOSA), founded in 1975, is one of 57 federally-designated Organ Procurement Organizations (OPOs) in the United States. TOSA is committed to a mission of saving lives through the power of organ donation by providing organ donation and recovery services to Central and South Texans wishing to donate, and to those waiting for a life-saving organ transplant. Recognized as a Top Employer, TOSA has staff members in Austin, San Antonio, and McAllen.

JOB SUMMARY: The Hospital Services Administrative Assistant provides administrative assistance, data/information gathering, handles limited computer programming work, as well as provides secretarial support to staff other than hospital services, as needed.  Assists with the management of department activities as outlined in the essential job duties within this job description.   The incumbent will have access to confidential material and needs to use discretion with this information and strictly adheres to the TOSA confidentiality policy.

WORK SCHEDULE: The Hospital Services Administrative Assistant position is a full-time hourly position.  Normal office hours are 8 a.m. to 5 p.m., Monday through Friday.  The employee may occasionally have to work evenings or weekends, as needed. 

ESSENTIAL FUNCTIONS AND DUTIES:

• Develops and maintains databases as requested by hospital services personnel and approved by the Director of Hospital Services
• Maintains hospital services activity board and other communication tools.
• Forwards all activity sheets to the Director of Hospital Services after daily/weekly maintenance of activity board.
• Transcribes dictation as given by hospital services personnel.
• Develops tickler files as deemed appropriate by hospital services personnel.
• Assembles general orientation packets and maintain a minimum of 50 at all times. 
• Assemble specialized in-service packets as requested by hospital and/or clinical service personnel.
• Develops new hospital services collateral materials as discussed in hospital services meetings or upon the request of any hospital and/or clinical service personnel.
• Maintain all CEU/CME education files to include the design of all CEU/CMA certificates
• Maintain organ/tissue fact sheets.  Maintaining current information as provided by hospital/clinical services personnel.  Maintains a minimum of 100 each at all times.
• Assists in the development of all in-service material such as slides, overheads, specialized pocket cards, posters, etc.
• Prepares follow-up cards and letters as directed by the hospital services personnel.
• Prepares small mail outs as directed by the hospital development meetings.
• Provide weekly minutes of hospital development meetings.
• Maintains departmental calendar for hospital services personnel.
• Files as directed by hospital services department.
• Reports any conflict of time or projects to the Director of Hospital Services in a timely manner.
• Supports Access operations, including audits, renewals, access requests, and terminations, while maintaining trackers and collaborating with the Access Coordinator.
• Assists with phone coverage during the course of the day.
• Assists other departments with specialized development as needed.

1. High School Diploma or GED is required 
2. Knowledge of company policies, office organization and procedures
3. Ability to organize and structure office routines, meetings, files, procedure, and projects. 
4. Ability to compose correspondence, formats, and prepares various reports.
5. Extensive knowledge of computer software programs 
6. General knowledge of office equipment to include, copier color and black and white, fax machines and office phone systems.
7. Physical requirements include the ability to lift at least 50 lbs.