Administrative Assistant - Behavioral Health

Family Health Center; Kalamazoo (MI); On-site; USD 17,000 - 28,000; Part time

Job summary

Family Health Center in Kalamazoo, MI is seeking a Part-Time Administrative Assistant to provide high-level confidential administrative support to leadership and management teams. You will handle calendars, meeting minutes, visitor interactions, and telephone inquiries with professionalism.

Responsibilities include payroll support, scheduling, assisting with audits and grant materials, and data management using practice management and EHR systems.

Qualifications

• Exceptional verbal and written communication skills are required.
• Proficiency in Microsoft applications with the ability to quickly learn various other software applications.
• Associates Degree or an equivalent combination of education and experience. (High School Diploma Required)
• 2+ years’ experience in an administrative support role.

Responsibilities

• Prepare correspondences, manage calendars and meeting schedules, and issue accurate meeting minutes.
• Assist with payroll processing, scheduling of clinical support staff, and schedule adjustments.
• Support audit and grant materials, internal and external reporting, and data requests.
• Greet visitors, answer inquiries, direct visitors to destinations, and handle multi-line phone calls.
• Screen visitors and calls, refer complex issues to appropriate personnel with tact and discretion.
• Participate in administrative office coverage and daily mail sorting.
• Utilize practice management and EHR systems to assist patients and keep data current.
• Engage in professional development to stay updated on administrative trends and tools.
• Attend and participate in company-wide and departmental meetings as required.

Skills

Verbal communication

Written communication

Microsoft Office

Scheduling

Customer service

Data entry

Education

Associates Degree or equivalent

Job description

Part-Time 20-39hr/wk Kalamazoo, MI, US

MISSION: To provide clinical excellence with outstanding patient experience while ensuring that all members of the community have access to quality, comprehensive, patient-centered health care.

COMPANY INFORMATION:

As a federally qualified health center (FQHC) we serve all people with quality healthcare, dignity, and respect. We envision a seamless health care delivery system that is proactively responsible for the medical, dental and psychosocial needs of underserved individuals, children and families residing in Kalamazoo County.

POSITION SUMMARY:

Provides a high level of general and confidential administrative support services to the leadership and management teams. Assists and conducts special projects and responsibilities as assigned. Requires a thorough knowledge of Family Health Center's policies, procedures, protocols, and work practices. Maintains the highest level of confidentiality, diplomacy and tact. Strong communication skills are necessary to receive or greet any visitors or patients, for visitors and patients interactions and for fielding phone calls.

DUTIES AND RESPONSIBILITIES:

• Responsible for performing a wide variety of administrative support duties such as preparing correspondences, managing assigned administration staff calendars and meeting schedules, preparing for meetings, compiling and issuing accurate and detailed meeting minutes, filing and retrieving electronic and hard copy documents, and other administrative support as assigned.
• Assists with payroll processing, scheduling of clinical support staff and making adjustments to schedules. Requires a high level of collaboration with other team members. Must be able to fluctuate schedule on an as-needed basis to accommodate business needs.
• Supports various projects such as preparation of audit and grant materials, internal and external reporting requirements, and requests for information and data, or other similar projects as assigned.
• Receives or greets any visitors or patients, answering inquiries about the organization, directing visitors to their destinations and answering calls on multi-line telephones.
• Reviews and screens visitors and telephone calls, ascertains visitors or callers’ needs and refers to the appropriate party. Requires a high degree of tact and discretion to refer complex and/or sensitive issues or inquiries to the appropriate FHC personnel.
• Participates in administrative office coverage as necessary.
• Sorts and prioritizes incoming mail on a daily basis.
• Utilizes the practice management and electronic health records systems in order to assist patients as needed.
• Participates in professional development activities to keep current with administrative trends, practices, and productivity tools.
• Participates and attends company-wide and departmental meetings as required.

QUALIFICATIONS:

• Exceptional verbal and written communication skills are required.
• Proficiency in Microsoft applications with the ability to quickly learn various other software applications.
• Associates Degree or an equivalent combination of education and experience. (High School Diploma Required)
• 2+ years’ experience in an administrative support role.

Family Health Center has the right to modify the duties and functions of the job description based on the needs of the organization.