Administrative Assistant

Overall Summary

The Administrative Assistant, with assignment to the Business Office Manager (BOM), is responsible for providing administrative support ensuring the smooth workflow and daily activities of the Senior Management Team as assigned. The Administrative Assistant works with highly confidential and critical information and matters. The Administrative Assistant plays a vital role in ensuring ongoing and time sensitive communication to the Directors of Operations, Clinic Support Services, Quality, Compliance, Development, Finance, and Information Systems (IS).

Essential Responsibilities

Under the general direction of the Central Office Manager, the Administrative Assistant performs a variety of complex, professional, analytical, and confidential administrative services. Duties include:

• Organize office workspace and materials.
• Maintain office calendar to coordinate work flow.
• Maintain confidentiality in all aspects of patient, staff and agency information.
• Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing
• Help organize meetings and trainings.
• Responsible for day-to-day administrative functions of a routine nature to complex special projects that require the ability to organize and communicate information related to applicable subject areas, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.
• Provides support to include handling walk-up, phone interactions, and maintaining calendars, travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations.
• Provides administrative support to Senior Management such as meeting coordination, letters, memos and other correspondence.
• On occasion, attend department meetings as requested in order to record minutes. Compile, transcribe and distribute minutes of meetings.
• Perform duties as assigned by supervisor including heavy calendar management, project management and support to the Department Directors.
• Assist and facilitate the timely collection of documents as required in cooperation with staff to ensure no disruption of staff ability to perform duties.
• Assist and coordinate the Business Office Manager in assuring that tasks are completed in a timely manner such that all deadlines are anticipated, planned, and met.
• Following established BACH policy and procedure, exercise sound and reliable independent judgment in matters pertaining to staff policies and practices as an extension of the Senior Management Team.
• This position requires strong attention to detail, excellent customer service and interpersonal skills, tact, and discretion in dealing with sensitive, privileged, and confidential information.
• Researches, prioritizes, and follows up on multiple incoming issues and concerns addressed to the Senior Management as assigned, including those of a sensitive and/or confidential nature; determines appropriate course of action, referral, and/or response and communicates with Senior Management Team.

Secondary Responsibilities

• Manages and oversees all day-to-day administrative activities as assigned.
• Manages a variety of special projects as assigned, some of which may have institutional impact.
• Participates in meetings and professional organizations to document.
• Attend workshops, training, and meetings as needed, and as requested.
• Open, sort and distribute incoming correspondence, including faxes and mail.
• Receive incoming packaging and send outgoing packages.
• Greet and Direct Visitors, ensure they sign in and notify the person they are meeting.
• Answer and direct phone calls incoming to Central Office.
• Assist with setting up conference rooms for client/partner meetings.
• Order Central Office Supplies and keep copy rooms aligned/ well organized.
• Maintain Break room in order and order supplies as needed.
• Perform other duties as assigned by supervisor.

QUALIFICATIONS

Required education, experience, training:

• High School Diploma or equivalent GED preferred
• Previous relevant experience in a similar role of experience as an administrative/assistant in a lead role or reporting directly to a Director or Officer, clinical setting preferred
• Experience with external communication and contacting and working with the business community
• Experience maintaining highest level of discretion and confidentiality
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook, Visio and the Internet.

Preferred education, experience, training:

Certifications/Licenses:

Critical Success Factors in this role include: Knowledge, Skills, and Abilities:

• The ability to work well under pressure and complete tasks with competing deadlines.
• Must be able to function effectively in an environment where it is necessary to perform several tasks simultaneously.
• Successfully manage multiple projects at the same time
• The ability to work and act independently, and to make and carry out decisions with minimal supervision
• The ability to communicate effectively, both orally and in writing with multiple cultures and diverse mix of professional to entry level staff and customers
• Strong interpersonal skills with the ability to lead teams and projects, and work collaboratively
• Maintaining confidentiality and HIPAA compliance
• Excellent organizational, time management and multi-tasking skills with attention to detail
• Excellent customer service and client services philosophy in all interactions
• Appreciation and respect for working with and serving a diverse population
• The ability to gather data, compile information, and prepare reports

Work Conditions:

Travel locally to visit other sites, may require a day or overnight trip to attend events; workload may be demanding at times; require professionalism and confidentiality.

Physical Demands:

• Sitting, walking, and standing associated with a normal office environment, some bending stretching, and lifting
• Manual dexterity used to include, but not limited to, standard office equipment, and computer keyboard
• Traveling to work sites including some exposure to outside elements
• Reading and writing in order to review records for accuracy

Administrative Employee:

Personnel who determine, develop, execute and exercise independent judgment about management policies, procedures, and practices. Participates in management, executive leadership deliberations and is privy to highly confidential business matters that impact or could impact daily work performance, and/or working conditions of the organization's personnel.

Supervises

None