Front Desk and Facilities Coordinator

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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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.

$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.

• Resume/CV

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

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.