Administrative Assistant Coordinator

The Administrative Assistant is responsible for: monitoring the status of the work and projects for supervisor(s), Maintains medical provider, group facilitators, and therapist’s appointment calendar. Attends meetings as assigned and reports on major points and actions resolved or to be taken, resolves administrative problems by preparing reports, analyzing data and identified solutions, Handles variety of matters involving contact with various staff, directors, medical staff, and community resources, Composes correspondence and disseminates to appropriate individuals, Answers phones, questions and requests, develops and updates administrative systems to make them more efficient, prepares various documents and handles confidential matters in accordance with clinic rules and procedures, ensures equipment operation, calls for repairs, maintains equipment inventories, and evaluates new equipment and techniques. Monitors emails closely for late cancellations, no shows, etc., and adjusts schedule in real time, as needed. Assists with setting up of telehealth calls, as needed. Point of contact for all scheduling needs for medical providers, group facilitators, therapists.

Age of Patient Population Served: Adult (18 & older)

Population Served: Persons meeting DSM5 criteria for substance use disorders with or without cooccurring psychiatric illness, and psychiatric illness with or without substance use disorders.

MINNIMUM JOB REQUIREMENTS:

Education, Training, and Experience Required:

• High school diploma or equivalent. Some college preferred; or

• Minimum two years of administrative assistant experience, including one year of experience in health care, preferred.

• Attainment of at least 18 years of age

• A Health Screening with negative TB Test Results

· A Criminal Background Clearance per Licensing requirements

• Current Basic Life Support Certification-First Aid/CPR

• Valid Government ID

Required Knowledge, Skills, and Abilities:

• Knowledge of organizational policies, procedures, and systems.

• Knowledge of scheduling management techniques and practices. .

• Knowledge of grammar, spelling, and punctuation.

• Skill in operating office equipment.

• Skill in time management, prioritization, and multitasking.

• Skill in problem-solving.

• Skill in writing and communicating effectively.

• Skill in attention to detail

• Ability to work under pressure, communicate and present information.

• Ability to read, interpret, and apply clinic policies and procedures.

• Ability to identify problems, recommend solutions, organize and analyze information.

• Ability to multi-task, establish priorities, and coordinate work activities.

• Ability to work as part of a team.

• Ability to remain flexible

• Ability to competently use Microsoft Office, including Word, PowerPoint, Excel, and appropriate healthcare management software.

AGE SPECIFIC COMPETENCIES (ADULT, 18yrs )

Allows client to maintain control; involves client in decision-making and planning of care, as appropriate to condition and situation.

PROMOTES A SAFE ENVIRONMENT:

• Performs duties in a manner that upholds OSHA standards for exposure control
• Follows infection control policies and procedures
• Adheres to facility and department safety policies
• Reports all potential safety risks
• Completes incident reports
• Supports employee health and infection control policies
• Responds correctly to codes and drills
• Maintains refrigeration temperature log
• Utilizes supplies in a cost-effective manner
• Maintains equipment in proper working order and follows correct procedures in equipment use

PROFESSIONAL REQUIREMENTS:

• Adheres to dress code, appearance is neat and clean.
• Completes annual education requirements.
• Maintains regulatory requirements.
• Maintains patient confidentiality always.
• Reports to work on time and as scheduled, completes work within designated time.
• Completes in-services and returns in a timely fashion.
• Attends annual review and department in-services, as scheduled.
• Attends at least 8 staff meetings annually, reads and returns all monthly staff meeting minutes.
• Represents the organization in a positive and professional manner.
• Actively participates in performance improvement and continuous quality improvement activities.
• Complies with all organizational policies regarding ethical business practices.
• Communicates the mission, ethics and goals of the program

PHYSICAL DEMANDS/WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to

successfully perform the essential functions of this job. Reasonable accommodations may be made to

enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand or sit for extended

periods of time. The employee must occasionally lift and/or move up to 25 pounds.

The job requires frequent contact with water (hand washing and cleaning) and working with body fluid

and hazardous chemicals. When under these working conditions, OSHA standards and universal

precautions must be followed always.

While performing the duties of this job, the employee must be able to work in a fast-paced environment

with minimal to high volumes of stress.

EEOC STATEMENT:

It is our policy to abide by all Federal and State laws, as well as, the requirements of 41 CFR 601.4(a), 60-300.5(a) and 60-741.5(a), prohibiting discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibiting discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin.