Front Desk & Facilities Coordinator

Job Posting Title:

Front Desk & Facilities Coordinator ----

Hiring Department:

Dell Medical School ----

Position Open To:

All Applicants ----

Weekly Scheduled Hours:

40 ----

FLSA Status:

Non-Exempt from FLSA ----

Earliest Start Date:

Immediately ----

Position Duration:

Expected to Continue ----

Location:

AUSTIN, TX ----

Job Details:

PURPOSE

The Front Desk & Facilities Coordinator serves as the primary on-site point of contact for patients, visitors, vendors, and staff while coordinating day-to-day workplace and site support needs. The role greets and directs arrivals, manages multi-line phone/email inquiries, supports scheduling and registration workflows (as applicable), maintains accurate logs/records, and protects confidentiality. In parallel, the role coordinates basic facilities operations—submitting/monitoring work orders, tracking repairs, liaising with vendors (e.g., janitorial/security), maintaining safe and orderly public areas, and supporting safety/security procedures. Typically reporting to an Administrative/Operations Manager, the role works closely with clinical teams, patient access/revenue cycle, IT, security, environmental services, and facilities/maintenance.

RESPONSIBILITIES

Operates front desk reception and visitor intake

• •Greets patients/visitors/vendors promptly and professionally; creates a welcoming first impression.
• •Directs visitors to appropriate destinations; provides basic information and routing support.
• •Manages visitor access processes (e.g., sign-in/logs/badges) consistent with site security and confidentiality expectations.
• •Maintains reception/lobby readiness (cleanliness, supplies, signage) to support a professional environment.

Coordinates calls, messages, and communication flow

• •Answers and routes multi-line phone calls and inquiries; takes accurate messages.
• •Responds to common questions via phone/email and escalates issues appropriately.
• •Communicates scheduling/arrival changes and operational impacts to stakeholders to minimize disruption.
• •Protects confidentiality in all communications, including patient and business information.

Coordinates Facilities Operations, Building Services, and Workplace Support

• •Responds to building-related inquiries, complaints, and service needs, providing appropriate solutions or routing to Facilities team members.
• •Monitors building conditions, common areas, and conference rooms to ensure cleanliness, organization, and operational readiness.
• •Processes work requests, building access requests (BACS), and Facilities inbox submissions; routes them to the proper Facilities staff member.
• •Coordinates deliveries, vendors, and service providers in alignment with Facilities schedules and protocols.
• •Maintains facilities-related logs, documentation, space information, and required reports for building operations.

Coordinates facilities requests, vendor access, and workplace readiness

• •Receives and triages facility issues; submits work orders and tracks progress to resolution.
• •Coordinates service visits (repairs, cleaning, security, deliveries) and escorts/supports vendor access as needed.
• •Conducts basic walk-throughs of public areas and shared spaces; identifies hazards or maintenance needs.
• •Maintains service documentation (issues, follow-ups, completion notes) to support continuity and compliance.

Manages mail, supplies, inventory, and light administrative support

• •Receives, sorts, and distributes mail, deliveries, and packages; tracks outgoing shipments.
• •Orders and stocks front office and shared supplies; maintains inventory levels and storage organization.
• •Performs clerical tasks (filing, scanning, copying, data entry) to support site operations.
• •Coordinates conference rooms/shared spaces (where applicable) for operational use and readiness.

Ensures safety, security, and confidentiality practices at the front desk

• •Follows site safety/security procedures (access control, door checks, emergency readiness steps when assigned).
• •Safeguards sensitive information and applies discretion and good judgment in a healthcare environment.
• •Reports incidents, hazards, and urgent facility concerns promptly through established channels.
• •Supports patient/visitor flow to reduce bottlenecks and maintain orderly operations.

REQUIRED QUALIFICATIONS

• •High school diploma or GED
• •5 years’ experience in front desk/reception, patient access, administrative support, and/or facilities coordination within a healthcare or similarly regulated, customer-facing environment.

​ Relevant education may substitute for experience as appropriate.

PREFERRED QUALIFICATIONS

• •Associate degree (or higher) in business administration, healthcare administration, facilities management, or a related field.
• •7 years combined experience across (1) patient access/front desk functions and (2) facilities coordination (work orders, vendor coordination, safety/compliance support) in a multi-site healthcare or large operational environment.
• •Familiarity with EMR/PM systems (e.g., Epic) and facilities management tools; experience in high-volume or multi-specialty clinics valued.
• •Facilities/workplace credentialing (e.g., IFMA Facilities Management–related certificates) to strengthen vendor/work order coordination capability.
• •Customer service, Lean/process improvement, or similar training to support continuous improvement and service quality.

SALARY RANGE

$42,835+ depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT

• •Standard office equipment
• •Repetitive use of a keyboard
• •Work is performed primarily in a healthcare/clinic or business office setting with frequent interaction with patients, visitors, staff, and physicians; may include moderate noise and standard building temperature controls.
• •May be exposed to infectious/contagious diseases/materials consistent with healthcare operations and patient-facing environments.

Required Materials

Resume/CV

• •3 work references with their contact information; at least one reference should be from a supervisor
• •Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ----

Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ----