Switchboard Coordinator

Job Description: Administrative Asst III Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below. The Administrative Assistant III (Switchboard Coordinator) performs complex (journey-level) work serving as administrative support for the Switchboard Manager and reports to the Director of Support Services. This position demonstrates the ability to assume responsibility without direct supervision; exercises initiative and judgment; and makes decisions within the scope of assigned authority. The Switchboard Coordinator position is a fast paced, multi tasked, deadline-oriented position. Performs responsible and complex administrative work, serves as intermediary in carrying out delegated administrative detailed duties, and as a communication liaison for Hospital Administration, and supports the mission and vision of the facility at North Texas State Hospital (NTSH) - Vernon. The Administrative Assistant III’s work involves development and maintaining of a filing system and tracking in/out going calls. Maintains NTSH employee files for the office of the Director of Support Service direct reports. Prepares reports, charts, etc. Maintains and updates the on-call schedules calendar for hospital leaders. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Administrative Asst III- (Switchboard Coordinator) normally works Monday to Friday, 8:00 AM to 5:00 PM. But must be willing to work rotating shift when needed to ensure department coverage. Essential Job Functions: Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Plans, directs, organizes, and monitors flow of work in Switchboard Administration with minimal supervision using initiative and judgment within hospital policy and processes. Provides important information to and forwards urgent information in a timely manner to keep the hospital department heads fully informed and current regarding needed responses. Assembles, organizes, and tabulates statistics and data generating reports for the monitoring and evaluation of switchboard in coming/ outgoing phone calls. Collects data and prepares report relating to Switchboard operations. Implement and maintain a filing system including recording information, updating paperwork as necessary to compile data effectively. Prepare summaries and disseminate hospital information as directed. Takes and transcribes minutes for regularly scheduled meetings of committees chaired by the Director of Support Services and Switchboard Program Director on the Vernon campus. Notifies committee members of time, date and place of meeting, coordinates audio/visual needs and seating requirements. Follows up on all recommendations/actions. Prepares and disseminates staffing schedules for switchboard personnel, reviews staffing reports and coverage. Coordinates the electronic calendars and makes assignments for coverage when there are call-ins or other shortages of department coverage on the Vernon campus. Updates on-call schedules. Handles all unusual occurrences such as fire alarms, maintenance problems and all emergency calls. Manages and coordinates the functions/operations of the switchboard, which includes but is not limited to: Triage emails and directs calls and correspondence, provides assistance and information throughout the facility and the State Hospital System (SHS). Provides support for the Vernon campus Human Resource duties by preparing documents, letters and memos as needed. Tracks position descriptions and performance evaluations of personnel under direct supervision of the Director of Support Services and Switchboard program director on the Vernon campus, to ensure the closure/completion of requests/assignments made. Provides coverage as needed and directed to switchboard personnel on the Vernon Campus. Schedules vehicles and distribute keys to state vehicles for the Vernon Campus. Ensuring vehicles are assigned, reserved, and returned as travel arrangements as indicate and per policy and procedure. Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Knowledge Skills Abilities: Knowledge of office practices and administrative procedures. Skill in the use of standard office equipment and software. Skills in written communications Skills in proofreading, editing, and formatting. Skills in verbal communications Ability to communicate effectively. Ability to implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures.