Administrative Assistant - Clinical Services

Starting Salary Range: $47,618 - $57,141

About the Role

GGRC is looking to hire an Administrative Assistant to provide support to the Manager, Clinical Services, compile required documents for appeals, and general and medical administrative direction for the department as a whole.

Responsibilities

Department Support

• Provide administrative support within the department by taking initiative, anticipating needs, and carrying out projects in a timely manner within delegated scope of authority.
• Establish, maintain, and update files, databases, records, and/or other documents; develop, maintain, and perform routine analyses and calculations of data for internal reports.
• Compose and prepare highly specialized correspondence.
• Serve as a liaison with other departments in the resolution of day-to-day administrative and operational problems.
• Respond to internal and external inquiries by phone, email, and in person, and redirect as necessary.
• Compile and prepare documents for appeals, state-level fair hearings for eligibility, discussions with attorneys and judges, and other legal issues such as subpoenas for records and court-ordered evaluations.
• Assist manager and staff in problem-solving, project planning, and development and execution of stated goals and objectives.
• Attend meetings as assigned; may prepare, edit, and distribute agendas and/or minutes of meetings.
• Schedule and coordinate meetings, events, appointments, and/or other similar activities for supervisor.
• Maintain files and confidential material for the Director, Clinical Services.
• Coordinate clinical service unit activities and staff schedules.

Clinical Administration

• Perform assigned functions in processing documents for final approval.
• Collect information for data, compile reports in support of assigned projects, and research activities.
• Gather background material to establish the need for further diagnostic genetic studies; check with Manager, Clinical Services for unusual requests and have direct discussions with families and persons at risk (status 3).
• Coordinate authorization and payments for amniocentesis (a medical procedure used in prenatal diagnosis of chromosomal abnormalities and fetal infections, and also used for sex determination).
• Review and process requests for medical consent.
• Track completion of eligibility reports from clinical staff.
• Prepare and finalize specialized assessment medical and psychological reports when necessary.
• Prepare and maintain files for personnel supported Mortality Review Committee.
• Maintain and coordinate registration conferences for continuing education for staff, and make necessary travel arrangements.
• Assist other members of the Management Advisory Committee (MAC) as requested.
• Act as a backup support to Executive Administrative Assistant and Administrative Assistant-Regional Center Services as needed.
• Participate in special projects and assist with additional duties or tasks as assigned.
• Maintain all client information as confidential in compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the California Lanterman Act.

Requirements

Education/Experience

• College education or equivalent.
• Relevant work experience in the healthcare field preferred.

Competencies

• Creative Problem Solving
• Customer service orientation
• Organizational skills
• Time management
• Attention to detail
• Adaptability
• Collaboration/teamwork
• Self-direction
• Initiative

General Skills

• Written communication: ability to develop standard business communications using proper grammar, spelling, and punctuation.
• Oral communication: ability to convey complex information and ideas in a clear, concise, and professional manner.
• Ability to operate basic office equipment, including scanners, copiers, faxes, and phones.
• Intermediate knowledge of MS Word® (e.g., tables, mail merges, form creation), MS Excel® (e.g., Pivot tables, Lookup, graphing), MS PowerPoint®, MS Outlook® (e.g., group list management, multi-calendar management).
• Ability to use internal records system.
• Ability to type 60 wpm.
• Use of discretion and ability to maintain confidentiality.

Qualifications

• Experience in multi-cultural settings and/or multi-lingual capacity.

Benefits

• Comprehensive benefits package including Medical and Dental benefits with a generous employer contribution.
• Additional employer-paid Life, Disability, and Vision coverage.
• 10% employer contribution to a 403(b) retirement account.
• Generous time off benefits: 13 vacation days, 15 sick days, 11 paid holidays, 6 personal holidays, and up to 5 paid days for continuing education.

About GGRC

GGRC values diversity and believes in creating an environment where people of all backgrounds can collaborate to find solutions to complex problems. We are community-minded and passionate. GGRC values each person as a full, robust, and unique individual and interacts with each person in a manner that is respectful and responsive. We endeavor to place each person at the center of his, her, or their own life. We approach each person as an expert on his, her, or their own life and identity with a clear and attentive inquiry into what is important to, as well as important for, that one person (whether coworker or person-served, family member, or other stakeholder).