Program Administrative Support Specialist

Description

The Program Administrative Support provides support to the Directors and Management Staff at various PIHC facility locations. This role will work directly with the Chief of Staff and Departmental Directors to identify the administrative needs for each location. This individual is also responsible for ensuring that the administrative activities within the facility departments run efficiently by providing structures to the Directors and management through the organization.

Summary of General Duties

• Maintains administrative support and efficiency for all Positive Impact Health Centers departments Director (s).
• Routes Status Change Forms, handles the details of highly confidential and critical information on a regular basis.
• Collects and prepares information for use in discussions, and/or meetings for the directors.
• Prepare presentation materials, and follow-up minutes for the meetings and ensures all items from the meetings have been resolved.
• Confirms objectives for meetings, initiates meeting invites, and schedule meetings for department directors and management as requested.
• Schedules conference rooms, conference calls, and web-based meetings as needed and requested.
• Assist with the managing of invoices and coding approval process for department heads.
• Responsible for senior leadership travel request and makes travel arrangements as requested.
• Maintains directors, calendars, contact list and files.

Requirements

Knowledge, Skills, and Abilities

• Knowledge of medical office practice and procedures as well as experience in working with culturally diverse populations.
• Knowledge of effective and efficient, record-keeping practices and procedures.
• Must have great communication skills, (writing, spelling, listening, and speaking) and excellent interpersonal skills.
• Knowledge of the ability to apply management, tools and techniques.
• Highest level of administrative support experience, arithmetic skills and the ability to use automated office equipment.
• Maintains the highest level of computer literacy and knowledge of office software, including spreadsheets, word processing, and databases applications.
• Ability to work with general direction on multiple tasks with demanding timelines.
• Ability to learn the broad scope of department operations and services, in order to serve as an information resource, and provide assistance in a timely and effective manner.
• Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner.
• Ability to transcribe dictation and type correspondence, follow instruction, and work independently with limited supervision.
• Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized.
• Ability to plan, organize and prioritize work in order to accomplish work in compliance with quality standards and deadlines.

Education and Experience

• Bachelor's degree in healthcare administration
• Business administration or related field
• Five years of administrative assistant or related experience is preferred