What are the responsibilities and job description for the Administrative Assistant position at Rockwell Development Center?

Job Title : Administrative Assistant

Job Summary :

Responsible for managing the day-to-day operations, including scheduling appointments, managing paperwork, and communicating with staff, school professionals and Rockwell Development Center leadership teams.

Requirements :

Associate's degree or higher required
At least 2 years of experience in a medical or behavioral health setting preferred
Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level (specifically, Proficient in Microsoft Office)
Excellent communication and interpersonal skills
Strong attention to detail and organizational skills
Ability to maintain confidentiality and comply with HIPAA regulations
Empathetic and compassionate attitude towards clients seeking behavioral health services
Excellent time management skills – the ability to coordinate multiple responsibilities, meet deadlines and prioritize your work load appropriately
Ability to accept constructive criticism
Ability to work under stress

Responsibilities :

Perform secretarial and administrative duties for the department such as, but not limited to; filing, photocopying, taking and distributing meeting minutes, scheduling appointments with internal and external parties, provide back- up to other department admins, and order supplies

Act as the point of contact for internal and external clients

Track and organize program schedules and manage the executive’s calendar

Organize rosters and ensure required paperwork and information is properly distributed and collected for required reporting

Manage electronic and paper records, including entering client information into program systems, running reports and creating presentations for data outcomes

Answer and direct phone calls and emails

Assist with billing and reimbursement processes as needed

Ensure that the program sites are stocked with necessary supplies

Coordinate with other program professionals to consistently gather and maintain data regarding student plan and outcomes

Ensure that the program sites are clean and well organized

Maintain confidentiality of all client information and maintain compliance with HIPAA regulations

Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately

Make travel reservations (e.g. hotels, flights, trips, car rentals, etc) when required

Prepare for department events including room reservation, electronic and non-electronic needs and catering

Observe best business practices and etiquette

Uphold all policies and procedures and expectations in performing their job

Other duties as assigned; this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities

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