Administrative Assistant; Project Assistant

Job Summary

Responsible for organizing, coordinating, and monitoring all non-clinical operations of assigned site and providing support activities including coordinating communication between the team, providers, and clients.

Essential Job Duties & Responsibilities

• Work collaboratively with the Clinical Site Director, Counseling Supervisor and Care Management Supervisor to ensure positive client experiences.

• In conjunction with the Senior Director of Population Health, review and distribute data points to the necessary team members.

• Manage all referrals coming into the site (EPIC work queue and community referrals) send appropriate referrals to the Care Management Supervisor and Counseling Supervisor to process.

• Monitor the Notify panel for the assigned site(s) and outreach clients to schedule or provide information to team members to engage in follow up.

• Creates Excel worksheets and maintains/creates Access database and reports.

• Maintains 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

• Work collaboratively with the Site Manager to run monthly leadership site meetings

• Support the multidisciplinary team huddles

• 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.

• Assists in planning and coordinating staff meetings by negotiating arrangements, preparing agendas, handouts, and transcribing and distributing minutes.

Other Job Duties & Responsibilities

• Adheres to the ethical, confidentiality, and professional standards and requirements of federal and state laws, the policies of the agency, and the policies of licensing and credentialing boards

• Maintains current awareness of new developments in the field by establishing personal networks

• Assumes additional responsibilities and completes special projects as needed or directed by the Site Director

• This position requires some driving and occasional non-traditional hours as needed

• Other duties as assigned

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.

• Priority Setting: 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.

Job 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.

• Preferred degree in business administration or a related field

• Preferred experience in a non-profit, health related organization

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.

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of The Centers. Since no position description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.

Supervisory

This position does not supervise any position.

About The Centers

The Centers fights for equity by healing, teaching, and inspiring individuals and families to reach their full potential. We provide health, family, and workforce services at 11 locations throughout Greater Cleveland, creating life-changing solutions for people to lead healthier and more successful lives. We strive to be an equitable, anti-racist, and service-oriented workplace that pioneers and co-creates solutions while fostering an inclusive community where our team members thrive.

Wellbeing and Benefits

Providing quality benefits to our staff is important to us. Just as important is our staff's well-being. That's why we offer a number of choices to meet the different needs of our staff.

• Choice of medical and dental plans

• Health Savings Account

• Flexible Spending Account for Health and Dependent Care

• Vision

• Support for continuing education and credential renewal

• Life Insurance

• Retirement Savings (401k) with a company contribution

• 457(b) Savings

• Mental Health Support

• Employee Assistance Program

• Calm Subscription

• Short and Longterm Disability

The Centers is 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.

Other details

• Job Family Administration

• Pay Type Salary

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• 4500 Euclid Ave, Cleveland, OH 44103, USA