Administrative Assistant

Job Summary

The Administrative Assistant is responsible for assisting the administrative team to perform a variety of duties associated with Unicare’s internal and external communications by telephone and email correspondent. Work with the directors and management team to order business cards, prescription pads, and other promotional materials.

Duties/Responsibilities:

1. Supports the administrative team with day-to-day responsibilities

2. Coordinate and arrange the Executive team’s calendar to schedule manager meetings, staff meetings, board meetings, interviews, trainings, travel. Etc.

3. As directed by the administrative team, performs other related and/or necessary tasks to achieve organizational and programmatic goals and objectives.

4. Schedule meetings and job interviews as directed.

5. Organizes and prioritizes daily workload by meeting deadlines, locating information, problem solving and contributing to solutions accurately and promptly.

6. Assist in development of organizational management and training tools

7. Prepare correspondences via email and MS word.

8. Assist with additional office requirements consisting of mailing packets, inventory, filing, scanning, and phones, etc.

9. Extremely detailed oriented and organized

10. Plan and Coordinate Meetings and document meeting minutes for Board Members

11. Ordering business forms

12. May be required to support executive team members on special projects

13. Must have an innate and intuitive knowledge of a company’s goals and culture

14. Must have extraordinary people skills and can communicate and cooperate up, down and across the employee chain

15. Assists with patient satisfaction reports by collecting, processing and reporting surveys on a quarterly basis

16. Assists with the documentation/reports needed for audits preparation and compliance reports submissions

17. Assists with processing, logging and reporting incident reports, grievance/complaints and claims for risk management

18. Manages policy and procedures, ensuring policies are submitted for approval on a timely manner to appropriate committees and updated in the binders and electronic folder with correct approvals and revisions dates in the headers and master index. Coordinates the distribution or communication of policy updates.

19. Assist in any other duties or responsibilities as assigned

Education/Professional Requirements:

• Associates Degree in business administration preferred or equivalent work experience.
• Minimum 2 year in administrative assistance
• Minimum of 1 year as an executive administrate assistance in Healthcare or related field.
• Adhere to dress code, appearance is neat and clean.
• Maintain patient and company confidentiality at all times.
• Report to work on time and as scheduled.
• Maintain regulatory requirements, including all state, federal and local regulations.
• Represent the organization in a positive and professional manner at all times.
• Comply with all organizational policies and standards regarding ethical business practices.
• Communicate the mission, ethics and goals of the organization.

Qualifications

• Must be proficient in Excel, Ms Word, PowerPoint and Outlook. Excellent computer skills.
• Efficient in preparing documents, managing data and ability to manage multiple projects simultaneously.
• Must have excellent communication skills, oral and written.
• Strong organizational skills with attention to details.
• Strong work ethic to meet changes in responsibilities that will take place daily.
• Capacity to work independently to meet deadlines.
• Ability to research and collaborate with colleagues to effectively present information
• Management skills to interact with staff, Provider, Member and outside agencies.
• Understand and adhere to the confidential requirements of UCHC.
• Maintain a high level of understanding of HIPAA, state and federal regulations and guidelines, policies and procedures, and best practice methods regarding maintenance of health records and health information.

Physical Requirements and Environmental Conditions

· Non-Ionizing Radiation (microwaves, sun)

· Prolonged periods (more than 6 hours) of sitting at a desk and working on a computer.

· Position requires light to moderate work with 15 pounds maximum weight to lift and carry.

Work Schedule

· You will generally be scheduled to work each day Monday through Friday, with starting times each day varying between 8:00 a.m. and 9:00 a.m. and ending time between 5:00 p.m. and 6:00 p.m., as required to meet the operational needs of the company. There will be occasional Saturdays.

· You may need to travel to other clinic locations to train staff occasionally (30% time).

· Able to accommodate a flexible working schedule including mornings, nights, weekends, and occasional holidays