Administrative Assistant (Family Program: 20 Hours A Week)

JOB TITLE: Administrative Assistant

DEPARTMENT: Various

REPORTS TO: Various

GRADE:

FLSA STATUS: Non-exempt

DATE PREPARED: October 22, 2002

DATE REVISED: May 27, 2020

The Administrative Assistant supports Cumberland Heights’ mission of transforming lives, bringing hope and healing to those affected by alcoholism and drug addiction.

POSITION SUMMARY

The Administrative Assistant, with the direction of his/her supervisor, coordinates customer service and various public relations responses for supervisor(s) and the assigned area(s), coordinates a variety of intra-and inter-departmental workflows, as well as directly assisting in those workflows, and provides a wide variety of technical, clerical, and administrative support to his/her supervisor(s) and assigned area(s).

PRIMARY DUTIES AND RESPONSIBILITIES include some or all of the following depending on assigned department:

• Coordinates customer service and various public relations responses for supervisor(s) and assigned area(s):

• Greets and welcomes patients, families, alumni, visitors, and staff to assigned areas, providing general information on services, processes, and schedules, including tours as needed;
• Arranges and coordinates and/or assists with outside tours, trainings, and visits to program(s) as assigned, coordinating with supervisor(s) and business development and staff development staff as needed, including arrangements for specialty demonstrations, meeting spaces, and refreshments as needed;
• Assists patients, families, alumni, visitors, and staff in resolving questions and/or concerns, providing direct connection to the appropriate staff member if s/he cannot resolve the question and/or concern;
• Assists in program/department orientation for staff, interns, patients, and families as assigned;

2. Coordinates a variety of intra-and inter-departmental workflows for assigned area(s), as well as assisting directly in those workflows as assigned.

• Coordinates communications workflow by
• Serving as primary receptionist for department/program, routing calls and messages to appropriate person;
• Sends and receives internal and external mail, routing each to appropriate staff or patient;
• Coordinates appointments and a broad variety of team and committee meetings for assigned supervisor(s) and department/program, including creating and distributing minutes for same;
• Creates and coordinates supervisor(s) and staff travel plans as needed.
• Collects and aggregates data related to patient care processes and outcomes, as well as staff and department processes and outcomes as assigned, including medical records audits
• Creates a variety of documents, reports, files, spreadsheets, and databases for supervisor(s) and program(s), including retrieval and distribution, as well as creation of systems for same
• Establishes and maintains literature and media libraries for staff and patients as assigned.
• Coordinates scheduling of and delivery of patient care services by
• Publishing the weekly patient services schedule as assigned, as well as entering and coordinating scheduled patient appointments via Patient Portal;
• Assists patients with orientation, including providing technical assistance with patient portal and/or patient tablet, Zoom technology, and virtual visitation as needed;
• Creates and executes patient releases of information and consents as assigned
• Assists in patient monitoring and movement via conducting roll calls, locating patients and escorting them to assigned appointments or meetings, and/or being present during recreation or free time;
• Assists with notification of clinical staff members when clinical screening flags are triggered;
• Assists with patient management in assigned area(s) when emergency response codes are called;
• Provides staff with technical assistance with specialty software, including electronic medical records system, Microsoft Office applications, patient portal and tablet technology, and Zoom.
• Coordinates staff functions to provide for patient care coverage and service delivery by
• Maintains and publishes staff schedule for assigned area(s), coordinating coverage for scheduled and unscheduled PTO;
• Services as timekeeper and processes timecards for assigned area(s), meeting established deadlines;
• Reconciles credit card statements for assigned staff as directed;
• Orders, maintains, and distributes department/program and patient care supplies, including initiation, monitoring, and completion of purchase orders as needed;
• Completes errands to procure needed supplies for department and or assigned patient care area(s), including interfacing with contract vendor representatives as assigned
• Makes timely deposits and processes monthly billing as assigned
• Performs basic office accounting, including data entry into system, generation of invoices, and reconciling accounts as assigned;

3. Maintains compliance with applicable local, state, and federal laws on confidentiality, patient privacy, and data security while performing position functions.

4. Manages sensitive information about individual patients, families, staff, programs, and the organization itself in a discreet and confidential manner

5. Ensures that a welcoming, safe and healing environment is maintained for each patient and family throughout the continuum of care.

6. Recommends ways to improve the quality and delivery of services.

7. Maintains confidentiality of company and patient information.

8. Ensures proper handling and distribution of company funds.

9. Reacts productively to change.

10. Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

High school diploma or GED; a minimum of two (2) years secretarial experience; experience in a healthcare environment is preferred; and/or equivalent education or experience in job related activities.

OTHER SKILLS

Ability to lift up to 20 pounds; ability to speak, hear, see, stand, walk, sit, balance, stoop, kneel, reach, handle; ability to speak, read and write in English; excellent customer service skills; good problem-solving, analytical and interpersonal skills; good written and oral communication skills; good dexterity; organizational skills for managing and prioritizing multiple tasks and assignments; proficient in use of Microsoft Office Applications, Black Baud, Raiser’s Edge, AS400, database software depending on department; ability to use various types of office equipment; attention to detail; crisis management skills; knowledge of and ability to apply information regarding cultural/age/population specific characteristics of patients in the assigned area. If recovering from addiction, one (1) year of verifiable abstinence required with two (2) years preferred with active participation in appropriate 12-Step program preferred.

WORK ENVIRONMENT

Position is in an office setting on a multi-building campus that involves everyday risks or discomforts requiring normal safety precautions. Position is subject to long HOURS At computer, as well as moving around between buildings in a variety of weather. Position may be subject to local travel. Depending on department, position may be exposed to behavioral healthcare patients who are potentially volatile and require additional safety precautions