Job Title: Behavioral Health Administrative Assistant
Job Summary:
Responsible for managing the day-to-day operations of the department, including scheduling appointments, managing paperwork, and communicating with staff, school professionals and Confident Young Minds leadership teams.
Requirements:
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High school diploma or equivalent; associate's degree or higher preferred.
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At least 2 years of experience in a medical or behavioral health setting preferred.
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Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level (specifically, Proficient in Microsoft Office).
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Excellent communication and interpersonal skills.
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Strong attention to detail and organizational skills.
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Ability to maintain confidentiality and comply with HIPAA regulations.
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Empathetic and compassionate attitude towards clients seeking behavioral health services.
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Excellent time management skills - the ability to coordinate multiple responsibilities, meet deadlines and prioritize your work load appropriately.
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Ability to accept constructive criticism.
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Ability to work under stress.
Responsibilities:
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Perform secretarial and administrative duties for the department such as, but not limited to; filing, photocopying, taking and distributing meeting minutes, scheduling appointments with internal and external parties, provide back-up to other department admins, and order supplies.
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Act as the point of contact for internal and external clients.
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Track and organize program schedules and manage the executive’s calendar.
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Organize rosters and ensure required paperwork and information is properly distributed and collected for required reporting.
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Manage electronic and paper records, including entering client information into program systems, running reports and creating presentations for data outcomes.
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Answer and direct phone calls and emails.
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Assist with billing and reimbursement processes as needed.
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Ensure that the program sites are stocked with necessary supplies.
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Coordinate with other program professionals to consistently gather and maintain data regarding student plan and outcomes.
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Ensure that the program sites are clean and well organized.
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Maintain confidentiality of all children and student information and maintain compliance with HIPAA regulations.
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Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
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Make travel reservations (e.g. hotels, flights, trips, car rentals, etc) when required.
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Register for events as needed.
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Prepare for department events including room reservation, electronic and non-electronic needs and catering.
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Observe best business practices and etiquette.
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Uphold all policies and procedures and expectations in performing their job.
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Identifies and orders needed office supplies.
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Other duties as assigned; this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities.