The Administrative Assistant, supports the program Executive Director and office leadership with coordination of administrative and operations for a partial hospitalization program. This role is responsible for all coordination and facilitation of operations and office administration.
JOB RESPONSIBILITIES
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Answers phones, checks voice mail and distributes messages to staff.
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Follows emergency procedures and directives given, including communication protocols.
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Maintains, completes and ensures that spreadsheets, logs, records and charts are updated, accurate and available to staff.
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Performs administrative tasks such as composing letters, data entry, filing and faxing.
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Maintains supply of all administrative documents, clinical forms and handbooks.
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Submits purchase orders and ensures office supply inventory is maintained.
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Maintains office equipment.
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Oversees petty-cash and submits receipts and ledger to accounting.
For Clinical and Residential facilities;
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Locates clinical records per the direction and at the request of the Custodian of Records for patients.
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Notifies administrative and clinical staff of all admits, discharges and room changes.
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Participates in alumni and referral source events pertinent to the facility.
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Responsible for inventory, disbursements and safekeeping of client money and valuables.
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May provide back-up for patient transportation.
JOB QUALIFICATIONS
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Minimum of three (3) years of experience working in an office.
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Must be proficient in Microsoft Office products: Word, Excel, PowerPoint and Outlook.
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Excellent communication and customer service skills.
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Ability to timely and efficiently complete tasks and projects.
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Must have a clean driving record, valid driver's license, personal auto insurance or insurable by our insurance carrier, if job requires responsibility for transportation of patients.
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Experience working in a healthcare environment preferred.