Administrative Assistant

Oceans Healthcare; Midland (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

Oceans Behavioral Hospital Permian Basin is seeking an Administrative Assistant to support the Administrator and coordinate administrative processes in a high-quality, cost-effective manner. The role requires experience in a psychiatric facility, strong communication skills, and adherence to Joint Commission and regulatory standards.

The position emphasizes confidential support to leadership, organization of workflows, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Requires minimum 5 years in clerical field with at least 4 years as Administrative Assistant in a multi-staffed psychiatric facility.
• Minimum 5 years direct experience with quality management functions.
• Must read and write well; strong verbal and written communication skills.

Responsibilities

• Performs a wide variety of executive secretarial and administrative duties for daily facility operation.
• Facilitates communication between the Administrator and key management personnel.
• Researches and analyzes routine administrative projects for the Administrator.
• Provides follow-up to Leadership assignments as directed by the Administrator.
• Performs specialized and complex office work requiring independent judgment.
• Completes assignments accurately and on time within guidelines.
• Organizes own work, coordinates projects, sets priorities, and meets deadlines with minimal direction.
• Demonstrates knowledge of the organization’s procedures.
• Contributes to Performance Improvement initiatives.
• Performs other related duties as assigned.

Skills

Verbal communication

Written communication

Typing 50 wpm

Microsoft Word

Organization

Time management

Analytical skills

Education

High school diploma (preferred)

College education desirable

Medical field training

Medical terminology knowledge

Tools

Microsoft Word

Job description

At Oceans Behavioral Hospital Permian Basin, healing is our focus. We are passionate about helping 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 globally, 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.