Clinical-Ops Assistant

Department: Operations Job Status: Full-Time

FLSA Status: Exempt Reports to: Chief Operations Officer

Positions Supervised: None Amount of Travel Required: Minimal (Local)

Work Schedule: Monday – Friday, 8:00am – 5:00pm

Position Summary:

The Clinical/Operations Assistant provides administrative support primarily to the Chief Clinical Officer and the Chief Operating Officer. Responsibilities include, but are not limited to, scheduling, taking meeting minutes, professional written and verbal communication with agency staff, preparation of reports, support with implementation of the CCBHC model of care, and other special projects as assigned. Independent judgment is required to plan, prioritize, and organize a diversified workload. Must have a commitment to the agency mission and vision.

ESSENTIAL FUNCTIONS

• Provide administrative support to the CCO and COO.
• Exercise independent judgment to prioritize workload and complete assignments in a timely manner.
• Manage calendars and set up meetings, including creating agendas, correspondence and minutes.
• Organize and prioritize information, correspondence and calls.
• Act as liaison within FSGC to ensure effective implementation and ongoing development of the CCBHC model of care.
• Monitor and assist with required data collection and entry, reporting, and other activity in support of grant funding.
• Handle confidential and non-routine information and explain policies when necessary.
• Work independently and within a team on special non-recurring projects.
• Exhibit high level of confidentiality and professionalism.
• Establish and maintain filing system as needed.
• Other general support duties as needed and assigned to support the CCBHC program, grant funding, or other initiatives.

POSITION QUALIFICATIONS

Education/Licensure:

• High School diploma required, college degree preferred.
• Familiarity with Community Mental Health System in Kansas preferred.
• Must successfully pass the KBI and DCF Central Registry and all other background investigations.
• Must possess a valid driver’s license, a good driving record, current auto insurance and reliable transportation.

Experience:

• 4 years of experience providing high-level administrative support.
• Demonstrated poise, tact and diplomacy.
• Experience in a healthcare setting preferred but not required.

Knowledge/Skills/Abilities:

• Must have experience with office administrative procedures.
• Requires an extensive knowledge of business.
• Excellent communication skills (verbal and written).
• Excellent interpersonal skills to handle sensitive and confidential situations, ability to work with all levels of employees and outside contacts.
• Analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Extreme attention to detail and organizational skills.
• Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
• Ability to multitask and drive forward multiple priorities is required.

• Proficiency in MS Office Suite with ability to learn other software programs as necessary.

• Customer focused (internal and external)

• Excellent listening skills
• Accountability
• Reliability
• Trust/Integrity
• Adaptability/Flexibility
• Time Management
• Organizational Skills
• Relationship building
• Problem Solving
• Accuracy in work

• Being collaborative

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5 hrs/day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5 hrs/day)

C (Constantly) Position requires this activity more than 66% of the time (5.5 hrs/day)

Physical Demands Lift/Carry

Stand (O) 10 lbs. or less (F)

Walk (O) 11 – 20 lbs. (F)

Sit (F) 21 – 50 lbs. (O)

Manually Manipulate (O) 51 – 100 lbs. (O)

Reach Outward (O) Over 100 lbs. (N)

Reach Above Shoulder (O)

Climb (N) Push/Pull

Crawl (N) 12 lbs. or less (F)

Squat or Kneel (O) 26- 40 lbs. (O)

Bend (F) 41 – 100 lbs. (N)

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities.

WORK ENVIRONMENT

Office and community based working environment, requires flexible schedule. Frequent interruptions can occur. Minimal risk of exposure to aggressive and/or acting out (verbal and physical) children and youth. This position may involve long periods of sitting or standing, using telephone and computer. Stooping or bending to access files or supplies is a requirement. Most interactions are with other agency staff, Board members, collaborative agencies or businesses in the community.