Blue Butterfly Assistant

The Blue Butterfly Administrative Assistant provides administrative support to the Blue Butterfly program for all client facing needs. This administrative assistant is responsible for the intake process, including and not limited to, creating electronic records for all clients, creating and managing all appointments, and managing consent forms on paper and electronically. This role is also responsible for client surveys and any/all needs related to Blue Butterfly clients. This position is also responsible for some operational tasks, outlined in job duties/responsibilities.

This position works 5 days a week, Monday-Friday.

JOB DUTIES/RESPONSIBILITIES:

• Responsible for all incoming calls and the intake process for Blue Butterfly programs/services, including answering questions regarding services offered.
• Responsible for creating electronic records for all clients, creating and managing appointments, answering referrals by email and phone, and managing consent form intakes via paper and Docusign.
• Completes daily reminder calls for all counselors and all appointments, group meetings, special events, rescheduling as necessary.
• Communicates charting needs and updates as necessary in Salesforce.
• Communicates consent needs and updates as necessary in Docusign and collaborates with IT to resolve any concerns.
• Provides cross coverage assistance to the other Grief Care administrative assistants.
• Provides administrative support to Blue Butterfly manager and clinical staff. 
• Oversees the needs of the BB Lakewood Ranch building and collaborates with facilities placing work orders and working with outside vendors.
• Creates and maintains rosters for Blue Butterfly support groups and special events.
• Serves as a welcoming presence for clients and community at assigned Blue Butterfly site.
• Develops and supports Blue Butterfly volunteer trainings and supports volunteers working in the Blue Butterfly building and at support groups.
• Oversees and provides leadership at events for monthly gatherings, holiday events and gift drives.
• Demonstrates program knowledge to provide tours and educate potential clients, donors and community members.
• Responsible for using the Blue Butterfly credit card to purchase supplies and catering for groups and events, and balancing budget and receipts.
• Other duties as assigned.

POSITION QUALIFICATIONS/REQUIREMENTS:

• Education and/or Experience: High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
• Advanced computer skills including Excel, Word and Power Point.
• Experience with an electronic medical record preferred.
• Excellent time management and organizational skills.
• Superior skills in providing internal and external customer focused service delivery.
• Previous work experience that required compliance with HIPAA and other clinical concerns requiring patient/client confidentiality.
• Strong public speaking skills, including presenting information to groups and tours. Also requires experience with event planning and execution.

Empath Health values diversity as it strengthens our community and care. We embrace the diversity of cultures, thoughts, beliefs and traditions of our employees, volunteers and people we are honored to serve across our network. Our diverse staff reflects our community and each day, we work to be respectful, sensitive and competent with each other and those in our care. In every journey, we are dedicated to achieving comfort, dignity and exceptional care. Those of all backgrounds are welcome and encouraged to apply with us or seek our care and services.
Our commitment to patient, client, staff and volunteer safety is a cornerstone of a High Reliability Organization with a focus on zero harm. Participation in the seasonal influenza program is a condition of employment and a requirement for all Empath Health employees.

Providing compassionate, full life care is an honor we take seriously at Empath Health. Join our team and make a positive impact in the community!