Administrative Assistant, Integrated Behavioral Health- Full-Time

About the role

The Centers is a nationally recognized employer based on employee feedback, known for trust, purpose, and care. This position plays a crucial role in advancing the organization's mission and supporting the communities we serve.

Responsibilities

• Work collaboratively with the Clinical Site Director, Counseling Supervisor, and Care Management Supervisor to ensure positive client experiences.
• Register referrals from community partners and send appropriate referrals to the Care Management Supervisor and Counseling Supervisor to process.
• Create Excel worksheets and maintain/creates Access database and reports.
• Maintain positive internal and external public relations by representing the Agency in person, via email, and by telephone in a professional and courteous manner.
• Create, edit, and monitor staff schedules to assist with meeting program expectations.
• Reschedule clients when a team member calls off.
• Manage the MHA schedules and outreach no-shows to reschedule.
• Run acuity reports monthly identifying clients needing contact or closure and outreach as needed.
• Manage Zoom accounts for the staff and add to appointments.
• Provide coverage for administrative assistants at other sites as needed.
• Participate in meetings with other areas of the organization to facilitate collaboration.
• Support the multidisciplinary team huddles.
• Manage department appointment reports for case managers and counselors on site to ensure accurate insurance and demographic information.
• Provide general clerical duties, such as faxing, photocopying, and mailing documents, as well as answering, screening, and transferring inbound phone calls.
• Work collaboratively with the Data Analyst and the EHR Team to pull information from the electronic health record for reporting and monitoring.
• Support procedure and workflow development and assist new and existing staff members locate policy, procedure, and workflows.

Qualifications

• Advanced knowledge of Microsoft Office with special emphasis on ability to use Microsoft Excel and Access to create and relate databases for reporting and analysis.
• Demonstrated sensitivity and responsiveness to employee and client ethnic, cultural, and developmental backgrounds.
• Demonstrated ability to carry out complex oral or written instructions.
• Prior experience successfully supporting a unit or senior level manager.

Core Competencies

• Problem Solving: probes all useful sources for answers; looks beyond the obvious and does not stop at first answers; uses logic and methods to solve difficult problems; excels at honest analysis.
• Prioritization: quickly zeros in on the critical few and puts the trivial many aside; eliminates roadblocks; creates focus; spends their time and the time of others on what’s important.
• Planning and Organizing: breaks down work into process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; understands how to separate and combine tasks into efficient workflow.

Physical Demands/Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment. While performing the duties of this job, the employee is regularly required to speak and hear. The employee is frequently required to sit for extended periods of time, stand, walk, use hands and fingers, and reach with hands and arms. Travel and work outside of normal hours may be required for meetings, presentations, trainings and other events.

Supervisory

This position does not supervise any position.

Wellbeing and Benefits

We provide a range of benefits to support your well-being, including:

• Choice of medical and dental plans
• Health Savings Account
• Flexible Spending Account for Health and Dependent Care
• Vision Support
• Continuing Education and Credential Renewal
• Life Insurance
• Retail Savings (401k) with a company contribution
• 457(b) Savings
• Mental Health Support
• Employee Assistance Program
• Calm Subscription
• Short and Longterm Disability

We are committed to being an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.