SCOPE OF POSITION:
Responsible for the facilitation, coordination and clerical support of activities and deliverables, as assigned. Responsible for the facilitation, coordination, implementation and evaluation of events and other focused meetings, conferences, reporting and appointments for assigned area(s). Report directly to the Inspections of Care Supervisor. Support the organization’s mission, vision, and values by exhibiting the following behaviors: Honesty, Excellence, Accountability, Respect and Teamwork.
ESSENTIAL JOB FUNCTIONS:
1. Provide administrative support services
a. Maintain comprehensive working knowledge of department and contract deliverables.
b. Build knowledge of activities and functions across AFMC.
c. Coordinate and organize team internal and external business meetings, client, or third-party appointments, etc.
d. Coordinate and schedule onsite inspections across the IOC programs.
e. Coordinate and support team meetings, workshops, and seminars, as directed. Organize, coordinate, and support periodic outreach presentations and educational programs to facilitate the health care community’s participation in AFMC activities and projects.
f. Assist in the development and achievement of schedules for projects, taking into consideration contract deliverables, client needs, department workload, resource/capacity constraints and vendor capabilities.
g. Monitor timelines and approaching deliverable dates to ensure deadlines are met.
h. Create and store electronic records in SharePoint and maintain quality record keeping, following internal protocols, and naming conventions.
i. Present progress and updates of project activities to team and all appropriate project staff at designated time intervals and as requested.
j. Assist assigned area(s) in the coordination and development of tools in collaboration with the project team and communications team.
k. Conduct specialized research, create, and maintain resource CM including updated log of calls and documents received. This research includes, but is not limited to provider calls, office hours, policy manuals, issues, and complaint details.
l. Communicate effectively with all internal and external customers. Developing partnerships with entities recognized as being integral in meeting project goals. Develop and/or maintain e-groups pertinent to each relevant group of contacts.
m. Research team options for business travel. Support finalizing travel arrangements with corporate travel coordinators.
2. Adhere to format, content, and style guidelines, giving consideration to usability and ensuring accuracy, consistency, and quality.
3. Follow AFMC, state and federal protocols regarding data confidentiality/security and HIPAA compliance.
4. Additional duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Intermediate skill level with MS Office (Word, Excel, Outlook, and PowerPoint).
- Type 50 wpm.
- Strong skills in business English and spelling are required.
- Ability to maintain confidentiality.
- Strong oral communication skills.
- Creativity.
- Customer service.
- Ability to meet deadlines.
- Attention to detail.
- Flexibility.
- Medical terminology.
- Ability to work collaboratively and independently to achieve stated goals.
- Initiative.
- Ability to relate professionally and positively with staff, business partners, customers, constituents, recipients, and the public.
- Ability to multitask.
- Ability to prioritize.
- Strong organizational skills.
- Problem solving skills.
- Professionalism.
- Project management skills.
- Ability to read, interpret and apply laws, rules, and regulations.
- Strong public speaking skills.
- Knowledge of quality improvement processes and techniques.
- Ability to travel, including overnight travel.
- Time management skills.
Demo