Administrative Assistant

Oceans Healthcare; Abilene (TX); On-site; USD 35,000 - 52,000; Full time

Job summary

Oceans Behavioral Hospital Abilene is seeking an Administrative Assistant to support the Administrator and coordinate office operations in a fast-paced psychiatric facility. The role requires strong organizational skills, data entry, and communication with leadership.

Must have 5+ years clerical experience, 4+ years as Administrative Assistant, proficiency in Microsoft Word, and familiarity with medical terminology. CPR certification and de-escalation training are required.

Qualifications

• Minimum of 5 years of clerical experience in the clerical field, in a multi-staffed setting.
• Minimum of 4 years as an Administrative Assistant in a multi-staffed psychiatric facility.
• Minimum of 5 years direct experience with quality management functions.
• Proficient in Microsoft Word and typing at least 50 words per minute.
• Strong written and verbal communication skills.
• Knowledge of Medical Terminology preferred.

Responsibilities

• Performs a wide variety of executive secretarial and administrative duties for daily facility operation.
• Facilitates communications between the Administrator and key management personnel.
• Researches and analyzes routine administrative projects for the Administrator.
• Provides follow-up on assignments given to Leadership staff by the Administrator.
• Performs specialized office work requiring independent judgment.
• Organizes work, coordinates projects, sets priorities, and meets deadlines with minimal direction.

Skills

Executive secretarial

Clerical experience

Communication skills

Time management

Microsoft Word

Typing 50 wpm

Education

High school diploma

Medical terminology knowledge

Tools

Microsoft Word

Job description

At Oceans Behavioral Hospital Abilene, healing is our focus. We are passionate about helping adolescents, adults and seniors manage the challenges associated with anxiety, depression and other mental health issues. Utilizing proven, innovative and progressive therapies, our qualified professionals strive to promote long-term wellness through a range of inpatient and outpatient psychiatric counseling and treatment options.

Under the supervision of the Administrator, the Administrative Assistant functions as a support person in the coordination and organization of administrative processes in a high-quality, efficient, and cost-effective manner. Demonstrates age specific and cultural sensitivity towards internal and external customers. This position is distinguished from other administrative support classes in that the position provides highly sensitive support to the Administrator. All duties to be done in accordance with Joint Commission, Federal and State regulations, Oceans Behavioral Mission, policies and procedures and Performance Improvement Standard.

Essential Functions

• Performs a wide variety of executive secretarial and administrative duties as required for daily operation of facility.
• Facilitates communications between the Administrator and key management personnel of the organization.
• Research and analyze routine administrative projects for the Administrator.
• Provides follow-up to assignments given to Leadership staff by the Administrator.
• Performs specialized and complex office administrative work requiring the use of independent judgment.
• Completes assignments accurately, in a timely manner and within procedural guidelines.
• Organizes own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction.
• Demonstrates working knowledge of the organization’s departmental procedures
• Contributes to Performance Improvement.
• Performs other related duties as assigned.

Requirements

High school diploma preferred; college education desirable, with training in a medical field. Additional experience in quality management activities may be substituted for clinical experience and/or educational requirements. Minimum of 5 years of experience in the clerical field required with minimum of 4 years as an Administrative Assistant in multi-staffed psychiatric facility. Minimum of 5years direct experience with quality management functions. Knowledge of Medical Terminology preferred.

Must be able to read and to write. Computer literacy, strong verbal and written skills. Must be well organized, flexible and responsible. Must be able to communicate knowledge in an educational arena. Must possess excellent communication skills, both oral and written. Must be able to type at least 50 correct words per minute. Must be proficient in Microsoft Word. Heavy, high paced work load requires high energy and excellent organization, time management, and analytical skills. Must be able to work tactfully and cooperatively with a variety of internal and external customers. Ability to work with minimal supervision, think global, and simultaneously manage multiple details.

Must successfully complete CPR certification and an Oceans approved behavioral health de-escalation program.

Subject to many interruptions. Occasional pressure due to multiple calls and inquiries. Can be high paced and stressful; must be able to cope mentally and physically to atmosphere. Work requires spending approximately 90% or more of the time inside a building that offers protection from weather conditions but not necessarily from temperature changes.