Department Assistant

Texas Children's Hospital•The Woodlands, TX

About The Position

We’re searching for a Security Department Assistant at TCH The Woodlands- who works well in a fast-paced setting. In this position, you will provide departmental support, which could include administrative support for Assistant Directors and/or other faculty/physicians and leaders. Think you’ve got what it takes? Texas Children’s Hospital The Woodlands is north Houston’s first true, free-standing pediatric hospital designed, equipped and staffed exclusively to provide care in more than 25 areas of specialty care for children and adolescents. Hospital facilities include 24 emergency center rooms, outpatient exam rooms, radiology rooms, operating rooms and acute care beds, as well as a pediatric intensive care unit (PICU). To join our community of 15,000+ dedicated team members, visit texaschildrenspeople.org for career opportunities. Texas Children’s is proud to be an equal opportunity employer. All applicants and employees are considered and evaluated for positions at Texas Children's without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.

Requirements

H.S. Diploma or Equivalent Required
2 Years Administrative/Secretarial Experience, preferably in a Healthcare Environment

Responsibilities

Badging process (Approx 80% of role)
Inbox to receive, send and complete
Create new badge records
Modify existing (changes to names, departments, locations, etc.
Reprints
Issue corrections E.g. badge not functioning
Works through process to identify reasons. Lack of clearance, badge malfunction, etc.
Conducts Alternate Orientation for contracts and vendors who need a Yellow Badge.
Maintains badge records, such as badge for, alternate orientation form and maintains inbox associated to remove completed forms and compile records for such
Fleet management
Take vehicle to shop for all routine and maintenance related issues
Track items such as oil change, tire rotations and schedule these appts as necessary
Complete vehicle maintenance forms for Fleet Mgmt Coordinator
Complete Annual vehicle assessment
MVR forms, processing, tracking and maintenance
EOC Rounds
Attend all EOC rounds on behalf of Security Services
Complete all necessary steps to add feedback, deficiencies and positive items in Xo Replace Duress alarm stickers
Replace/add phone stickers for emergency call purposes
TOPS/PSB File
Responsible for creating and maintaining PSB files for all officers
Training Files
Responsible for creating and maintaining all Officer training files to include LEOs
General Duties
Schedule meetings, interviews, etc
General calls to Security
Supply Orders
Special Events Form Processing/Assistance
Process all special events at Woodlands
Coordinate access levels necessary for said events
Coordinate unlocks, and staffing
Financial
Create all orders related to Security Services Operations and Systems
Track all financial expenses
Answers telephones in a professional manner, takes accurate messages and transfers calls to the appropriate party in a courteous and timely manner.
Develops and maintains a system for tracking and restocking office supply inventory that insures a constant and adequate supply of necessary operational supplies required for personnel and for all office machines and store them in an orderly, easily retrievable manner.
Coordinates daily general communications functions including 1) timely pick-up, delivery and distribution of departmental mail, accurate preparation of outgoing mail, courier and other mail media items for departmental personnel; 2) reliably handling e-mail and facsimile correspondence as directed
Maintains in stock and in an orderly manner the coffee and other food supplies provided by department, and ensures maintenance of general cleanliness of department, including scheduling of routine and/or needed maintenance of facilities (carpets, walls, etc.), machines, etc.
Completes assigned tasks for onboarding of new employees.
As part of our commitment to maintaining a safe and healthy workplace, all successful candidates will be required to undergo respiratory fit testing in compliance with occupational health and safety standards.