Administrative Assistant

Job Summary: This position is responsible for performing administrative work, computer data entry, word processing, and other office functions to enhance the clinical and financial functions of Edmarc. This position provides office and administrative support for the purpose of enhancing the overall efficiency of Edmarc. This position serves as a team member by performing additional assignments not directly related to the job description when the workload is required and as requested by supervisor.

Responsibilities:

· Mail Management: Prepare outgoing mail, process returned mail including updating names/addresses in corresponding spreadsheet or system & communicating information to staff as appropriate.

· Daily Deposit: Prepare checks for daily deposit, making copies, obtaining second check on deposit slip, and taking deposit to bank. Process all credit card payments via appropriate portals.

· Postage Meter: Maintain postage meter and add postage when balance is less than $20.00.

· Edmarc E-Mail Box: Assist in maintaining this email inbox including checking it daily and forwarding emails to the appropriate staff member. Follow up as needed.

· Telephone/Door Coverage: Provide receptionist coverage for Edmarc ensuring the best possible presentation and responsiveness to staff and general public. Answers the telephone in a pleasant and courteous manner, identifies the department to which the call belongs to, forwards the call or takes a message for the staff member if appropriate. Answer Edmarc’s front door as outside vendors or partners visit the office.

· Communication: Communicate with vendors, employees, outside contractors, and other individuals to answer questions, explain information, and direct information to the appropriate staff member.

· Records Staff Meeting Minutes, sends to Operations Manager for approval, then emails out to all staff.

· Administrative Support:

o Provide support with maintaining accounts payable records in vendor files.

o Provide support with office supply inventory & facility management – fleet vehicles, house maintenance.

o Provides support with office equipment management including copier, scanner, phone system, and computers.

o Provide support with incoming memos, submissions, and reports to determine their significance and plan their distribution.

o Provide support with corporate documents, records, and reports.

· Office Operations Support:

o Assist with day-to-day office operations, ensuring a clean and organized workspace for Edmarc staff.

o Assist with maintaining office policies and procedures.

o Assist with managing relationships with vendors, contractors, and service providers.

o Assist with coordinating office repairs and maintenance, bringing any issues to the Office Manager in a timely manner.

· Team Support

o Assist with providing administrative support to staff members, including scheduling meetings, managing calendars, and coordinating logistics for events.

o Assist with coordinating and facilitating communication between different teams and departments within the organization.

· Clinical Administrative Support

o Kids List: Maintain and update Active Kids List & Active Bereaved List

o Patient Database Management: Maintain patient information & records in EMR (electronic medical records system) and Bereavement Database.

o Discharge Summaries/Tracking: Manage discharge spreadsheet, send out letters/surveys for discharged patients

o Referral Log/New Patients: Maintains referral log, inputs referrals into EMR, converts referral to active patient when admission visit is scheduled, assigns medical record number (MRN).

o Peace by Piece Support: Access, retrieve, and input Peace by Piece data including roster, changes, family birthdays, and mailing lists; Maintain central filing system for Peace by Piece families and volunteers.

o Plans of Care: Follow up with physicians to ensure timely return of signed POCs

o PDN Agencies: Request supervisory notes from PDN agencies for patients with PDN staff in the home; track patients that have PDN staff in the home.

o Physician Orders: Follow up with physicians to ensure the orders are sent back signed

· Qualifications

o High school diploma or equivalent; associate’s degree preferred.

o Proven experience as an administrative assistant or in a similar healthcare administrative role.

o Strong organizational and time management skills, with the ability to prioritize tasks effectively.

o Excellent verbal and written communication skills.

o Proficient in using office software (e.g., MS Office) and other relevant tools.

o Ability to maintain confidentiality and handle sensitive information with discretion.

o Strong attention to detail and problem-solving abilities.

o Positive attitude, flexibility, and ability to work independently as well as in a team.

Required Physical Capabilities:

• Able to lift 30 pounds.
• Ability to work a 40 hour a week schedule with no physical limitations in normal ranges of sitting, standing, walking, and talking.
• Must be able to operate a computer and telephone.

Personal:

Must carry the Virginia state minimum vehicle liability insurance. Must be able to pass a Criminal Records Background Check. Must be able to pass a Driving Records Check upon hire and annually. Must be able to pass the Abuse Registry Check. Must have a current driver’s license and arrange travel to and from the facility.

Work Hours/Shift:

Monday-Friday; full time nonexempt in Portsmouth, Virginia

Employer’s Rights:

The job description does not list all the duties of the job. You may be asked to perform other duties. Edmarc has the right to revise the job description at any time. This job description is not a contract for employment.

Job Type: Full-time

Pay: $42,000.00 - $48,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $42,000 - $48,000