Administrative Assistant -Front Desk

Administrative Assistant- Front Desk  

Job Purpose: The Administrative Assistant is responsible for performing routine administrative functions such as drafting correspondence, covering the Front Desk, scheduling appointments, organizing and maintaining paper and electronic files, receiving visitors or deliveries, or providing information to callers. This position will be responsible for following established work templates, as well as being able to problem-solve new scenarios. It may provide support on special projects to both in-person and virtual team members.     

This position is non-exempt and reports to the Chief of people.  

Main Duties and Responsibilities:  

Front Desk Management:  

• Serve as the primary point of contact at the Front Desk, ensuring efficient management and welcoming reception for all visitors.

Administrative Support:  

• Utilize office software to schedule in-person and virtual meetings, maintaining organizational calendars.
• Oversee document management, ensuring both digital and physical files are accurately maintained and archived.
• Input and manage data within essential systems such as EMR and HRIS.
• Generate and disseminate critical communications, including event calendars and newsletters.

Meeting and Event Coordination:  

• Organize logistical aspects and procure necessary supplies for meetings and events.

Customer and Communication Support:  

• Provide exemplary support to patients, employees, and vendors, addressing inquiries and directing them to the appropriate contacts.
• Efficiently manage email communications and phone interactions, including message distribution and file attachments for responses.

Information and Resource Management:  

• Conduct research and information retrieval as necessary to support departmental functions.

Privacy and Confidentiality:  

• Uphold strict confidentiality standards to protect sensitive patient and employee information.
• Assume additional tasks as needed to support the efficient operation of the front office.

Requirements:  

Education and Experience  

• A minimum of a high school diploma or GED, as well as a bachelor's degree in healthcare administration or a related field, is preferred.
• At least 1-2 years of experience in a professional office setting, with a preference for medical or behavioral health office experience.
• Proficiency in Microsoft Office (Word, Excel, Outlook) with the ability to manage documents and communications effectively.
• Independent decision-making skills with a detail-oriented approach to task management.
• Deadline-driven with robust communication abilities, both verbally and in writing.
• Strong organizational skills with the capability to prioritize tasks efficiently.
• Competence in navigating complex team structures and understanding varied departmental processes.

Technical Proficiency  

• Familiarity with the latest office technology and software, including phones, computers, printers, and copiers.
• Regular use of Microsoft Office applications and adeptness with internet and browser software.

Work Environment and Travel  

• The position is onsite. Thus, a valid driver's license and insurance may be required.

DenovaCollaborative Health is an integrated primary care and behavioral health practice based in the Greater Phoenix metropolitan area. Our comprehensive virtual care services are available for residents throughout the entire state of Arizona.  

We provide a "whole person" approach to health and promote collaboration among our team of primary care providers and specialists. Our unique service integration of primary care, behavioral health, addiction medicine, and wellness enables our team to provide better health outcomes.