Administrative Assistant

Position Summary:

The Administrative Assistant provides high-level administrative support to the CEO and senior leadership. This position plays a vital role in promoting organizational efficiency coordinating meetings and communications managing special projects and events and ensuring patient and staff needs are addressed with professionalism and care.

Essential Duties and Responsibilities:

Front Desk and Administrative Support:

• Professionally receive and direct visitors and calls.
• Coordinate meeting rooms for staff and board meetings including scheduling setup and takedown.
• Draft distribute and file meeting minutes for various committees (e.g. Safety Operations Fundraising Investment).
• Process and distribute outgoing incoming and interoffice mail.
• Create and distribute internal notices (e.g. holiday closures).
• Print and distribute business and appointment cards as requested.
• Maintain clinic signage and department directories.

Marketing and Communications:

• Manage the organizations website and social media presence.
• Assist with the creation of marketing and promotional materials including advertisements and internal communications.
• Create and distribute the company newsletter on a regular basis ensuring it contains relevant updates announcements and employee highlights.

Event and Outreach Coordination:

• Support planning and coordination of outreach events such as the Childrens Fair and Health Fair.
• Lead holiday initiative efforts such as the CASA List and Christmas Card distribution.

Travel and Board Support:

• Coordinate travel arrangements for staff and board members including lodging transportation and registration.

Patient Advocacy Complaints and Risk Documentation:

• Patient Complaints:
  • Receive document and investigate patient complaints.
  • Communicate findings and resolutions to patients providing assurance and timely follow-up.
  • Maintain and update the complaint tracking spreadsheet.
  • Report complaint trends and specific concerns to the Quality Improvement (QI) team.
• Dismissals and Complaint Forms:
  • Maintain and update patient complaint and dismissal forms.
  • Process patient dismissals according to organizational procedures.
  • Collaborate with the Provider team Administration and external payors such as Partnership HealthPlan for approval when needed.
  • Flag dismissed patient accounts in the EHR appropriately.
• Patient Advocacy:
  • Act as a liaison and advocate for patients with documented concerns or who need additional assistance navigating clinic processes.
• Incident Reporting:
  • Document clinic incidents such as vaccine errors patient injuries or coding mistakes.
  • Coordinate closely with Risk Management to report and resolve incidents in a timely and accurate manner.

Other Duties:

• Support internal staff with administrative needs and projects as assigned.
• Maintain confidentiality and professionalism at all times.
• Uphold the organizations mission vision and values in all duties and interactions.

Qualifications:

• High school diploma or equivalent required; associate degree or administrative certification preferred.
• 2 years of administrative support experience strongly preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills attention to detail and ability to manage multiple priorities.
• Proficiency in Microsoft Office and ability to learn internal software systems.
• Demonstrated professionalism discretion and a commitment to confidentiality.

Physical demands/essential functions: Physical demands/essential functions: Frequent: sitting standing walking working on computer 8 hours daily lift/carry objects up to 24lbs repetitive motion of hands & wrists close eye work color differentiation independent problem solving. Constant: listening speaking in person or on the phone reading writing working with the public and staff.

HIPAA Exposure to PHI Statement

Employee provides services associated to the Northeastern Rural Health Clinics its participating physicians and clinicians which is a covered entity under the HIPAA the scope of performing functions including but not limited to management administrative financial legal and operational support services I may have access to Protected Health Information (PHI) which is information whether oral written electronic visual pictorial physical or any other form that relates to an individuals past present or future physical or mental health status condition treatment service products purchased or provision of health care and which reveals the identity of the individual whose health care is the subject of the information or where there is reasonable basis to believe such information could be utilized to reveal the identity of that individual.