Duties & Responsibilities:

• Maintain appointment calendar for Medical Director.
• Provide administrative support to the Medical Director and others as needed, including identifying priorities and work schedule and ensuring that daily schedule is maintained including all meetings and travel arrangements.
• Schedule/coordinate numerous meetings. Responsible for preparation of meetings i.e., agenda, food, set up, meeting minutes, etc.
• Demonstrate the ability to use judgment in responding to inquiries, requests, crisis or major issues to resolve them immediately or direct them to appropriate staff to assure successful resolution.
• Assist the Medical Director with the preparation of various emails, correspondence, grievances, job description updates, internal memos, training plans, meeting minutes, Power Point presentations, etc.
• Demonstrate the ability to attend meetings and oversee the maintenance of files and records contained in the Medical Director’s office; establish effective working relations with the medical team and other internal leadership.
• Complete Incident Reports and Maintenance Work Orders as needed.
• Provide assistance with special projects. Perform administrative duties which include typing, dictation of supervision notes, scheduling, filing, phone calls, mail and visitors.
• Attend various meetings and contribute toward resolving and/or foreseeing any problems in administrative procedures. Also responsible for meeting minutes for Medical Advisory Meetings, etc., etc.
• Assist the Medical Department with tasks related to program licensure and all state standards and accrediting bodies procedures.
• Ability to support all Medical Services staff in a timely and accurate fashion.
• • Uphold all Hanley Foundation Policies and Procedures.
  • Maintain client/potential client confidentiality in accordance with Hanley Policy.
  • Be a culture champion for Hanley Foundation mission, values and behaviors at all times.

Education/Experience/Qualifications:

• High School Diploma or equivalent required.
• Two (2) years of experience preferred as an administrative assistant.
• If in recovery, two (2) years of continuous sobriety preferred.

Knowledge/Skills/Abilities:

• Must possess good typing skills (60 wpm), spelling and proofreading skills.
• Proficient with Microsoft products such as Outlook, Power Point, Word and Excel. Ability to learn internal software programs.
• Ability to communicate both verbally and in writing on a professional level.
• Ability to prioritize and coordinate multiple assignments.
• Good organizational skills
• Ability to interact professionally with patients, referral sources and the public.
• Must be able to function with minimal supervision.
• Ability to follow directions and make independent decisions when necessary.
• Demonstrate versatility and flexibility in a busy environment.

Competence/Measurements:

• Coordination of administrative duties for the Medical Department that includes prompt, accurate communication.
  • Direct Observation
• Maintain administrative structure of Medical Department through meeting coordination, scheduling and ordering of supplies.
  • Direct Observation
    • Coordinate and respond promptly to internal and external requests for information from Medical Department
      • Direct Observation
    • Type information into well-written documents accurately and efficiently.
      • Review
    • Complete, maintain and distribute all reports.
      • Review and Direct Observation
    • Approach internal and external customers and team members with a positive, respectful and reassuring attitude.
      • Direct Observation and feedback

Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Disability Insurance (employer-paid)
• Life Insurance (employer-paid)
• Eligible for medical, dental, vision, disability, and life insurance on the first of the month following the hire date
• Paid Time Off (15 days for first year, 20 days for 1-3 years)
• Eleven Paid Holidays
• 401(k) & 401(k) Matching
• Health Savings Account & Health Savings Account Matching

Hanley Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Hanley Foundation is a Drug-Free Workplace. As a condition of employment, job applicants are required to undergo drug screening post-conditional offer of employment.

Company Website: www.hanleyfoundation.org