Administrative Assistant

The Emily Program; Saint Paul (MN); Hybrid; USD 29,000 - 32,000; Full time

Benefits offered by this job

HSA and PPO insurance

Dental insurance

Vision insurance

Short-term and long-term disability

Company-paid life insurance

401(k) plan with employer match

Paid time off and holidays

Job summary

The Emily Program in Minnesota seeks an Outpatient Administrative Assistant to create a welcoming environment and perform a variety of administrative tasks for clinicians and clients. You will answer phones, schedule appointments, maintain clinician schedules, and provide general support for projects as assigned.

The role is 1.0 FTE, 40 hours/wk, with a Monday–Friday schedule and hybrid onsite/remote work; initial training is onsite.

Qualifications

• Minimum 2 years of experience in healthcare or administrative setting.
• Basic proficiency in Microsoft Office; willingness to learn new applications.
• High School Diploma or equivalent; Bachelor’s degree preferred.

Responsibilities

• Answer phones and schedule appointments for clients.
• Maintain clinician schedules and provide administrative support.
• Triage inquiries, handle mail and emails, and coordinate records.
• Support scheduling, PTO, and calendar adjustments for staff.
• Protect confidentiality of client information per policies.
• Attend required meetings and perform special projects as assigned.

Skills

Customer service

Communication

Organizational skills

Microsoft Office

Education

High School Diploma or equivalent

Bachelor’s degree

Tools

Microsoft Office

Job description

Our vision is a world of peaceful relationships with food, weight, and body image, where everyone with an eating disorder can experience recovery. We believe that exceptional, individualized care leads to lasting recovery from eating disorders. That’s why our teams are comprised of compassionate, dedicated professionals from a variety of backgrounds who collaborate to provide the very best evidence-based care for our clients at all levels of care.

Position Overview

The Emily Program Outpatient Administrative Assistant is responsible for creating a welcoming and positive environment for clients while performing a variety of administrative tasks. These include answering phones, scheduling appointments, maintaining clinician schedules, and providing general administrative support for clinicians and projects as assigned.

Schedule

• 1.0 FTE, (40hrs/wk), working Monday through Friday 9:30am to 6:00pm Central Time.
• Hybrid - working 1 day per week onsite, with the rest of work week remote / flexible to what day is worked onsite
• Initial 4 weeks of training located all onsite

Location

• The Emily Program Headquarters - 2355 Highway 36 W, Suite 202, Roseville, MN 55113

Compensation Disclosure

• Administrative Assistant Starting Hourly Range: $21.00 - $23.50

Final Compensation offered will be within pay range based on qualifications/experience met for the position

How Administrative Coordinators Empower Recovery

• Assist clients with scheduling needs, ensuring smooth and responsive service.
• Maintain a clean, organized, and professional facility atmosphere for clients and staff (if onsite).
• Distribute incoming emails, mail and faxes to the appropriate team members.
• Handle all phone calls, triage inquiries, resolve issues, and conduct follow-up as necessary.
• Collaborate with the medical records department to coordinate client record requests.
• Provide schedule support to clinicians, such as blocking PTO, adding meetings, and making schedule adjustments as needed.
• Oversee staff and group schedules, performing daily checks to ensure accuracy and address any conflicts.
• Mail client correspondence as requested.
• Safeguard the confidentiality of proprietary company information and client protected health information, adhering to all state, federal, and company policies.
• Protect employee personal information in roles with access to such data.
• Attend all required meetings.
• Perform additional duties and special projects as assigned.

Qualifications

Education Qualifications

• High School Diploma or equivalent, required.
• Bachelor’s degree, preferred.

Professional Qualifications

• Minimum of 2 years of experience in a healthcare or administrative setting strongly preferred.
• Basic proficiency in Microsoft Office programs, with a willingness to learn new applications.

Competencies

• Strong attention to detail and dedication to quality.
• Excellent interpersonal skills with the ability to build and maintain productive relationships.
• Initiative and sound judgment in identifying and solving problems, structuring tasks, and maintaining focus.
• Flexibility to prioritize and adapt to changing priorities.
• Passion for the organization’s mission, clients, and values.

What We Offer

Employee Benefits:

We understand the importance of a well-rounded benefits package. That’s why we’re dedicated to providing a range of plans to meet your needs.

For Full-time Employees, We Offer

• HSA and PPO insurance with HSA or FSA options (Blue Cross Blue Shield)
• Dental insurance (Delta Dental)
• Vision insurance (EyeMed)
• Short-term and long-term disability insurance
• Company-paid life insurance
• 401(k) plan available two months after start date
• Company 401(k) matching for up to 50% of your contribution, up to 6% of your compensation

Paid time off is a crucial part of maintaining work and life balance. Our generous PTO plan accrues annually and begins with your first whole pay period. Eligible employees enjoy seven paid holidays and one floating holiday in addition to their regular PTO.