Administrative Assistant - Clinical Services

Golden Gate Regional Center; San Francisco (CA); On-site; USD 48,000 - 57,000; Full time

Benefits offered by this job

Medical and Dental benefits

403(b) retirement plan with employer 1

Generous time off benefits (vacation,

Job summary

Golden Gate Regional Center is seeking an Administrative Assistant to support the Manager, Clinical Services, manage documents for appeals, and provide general and medical administrative direction for the department.

Responsibilities include file maintenance, data preparation for internal reports, preparing specialized correspondence, coordinating meetings, and ensuring HIPAA compliance while keeping client information confidential.

Qualifications

• College education or equivalent
• Relevant work experience in healthcare field preferred

Responsibilities

• Provide administrative support within the department by taking initiative, anticipating needs and carrying out projects in a timely manner within delegated scope of authority.
• Establish, maintain, and update files, databases, records and/or other documents; develop, maintain and perform routine analyses and calculations of data for internal reports.
• Compose and prepare highly specialized correspondence.
• Serve as a liaison with other departments in the resolution of day-to-day administrative and operational problems.
• Respond to internal and external inquiries by phone, email, and in person and redirect as necessary.
• Compile and prepare documents for appeals, state level fair hearing for eligibility, discussion with attorneys and judges, other legal issues such as subpoena for records and court ordered evaluations
• Attend meetings as assigned; may prepare, edit, and distribute agendas and/or minutes of meetings.
• Schedule and coordinates meetings, events, appointments, and/or other similar activities for supervisor.
• Maintain files and confidential material for the Director, Clinical Services.
• Coordinate clinical service unit activities and staff schedules.

Skills

Administrative support

Healthcare administration

Data management

Document preparation

Confidentiality

Multi-tasking

Initiative

Team collaboration

Education

College education or equivalent

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Internal records system

Job description

Administrative Assistant - Clinical Services

Starting Salary Range: $47,618 - $57,141

GGRC is looking to hire a Administrative Assistant to provide support to the Manager, Clinical Services, compile required documents for appeals, and general and medical administrative direction for the department as a whole.

Responsibilities:

• Department Support
  • Provide administrative support within the department by taking initiative, anticipating needs and carrying out projects in a timely manner within delegated scope of authority.
  • Establish, maintain, and update files, databases, records and/or other documents develops, maintains and performs routine analyses and calculations of data for internal reports.
  • Compose and prepare highly specialized correspondence
  • Serve as a liaison with other departments in the resolution of day-to-day administrative and operational problems.
  • Respond to internal and external inquiries by phone, email, and in person and redirect as necessary
  • Compile and prepare documents for appeals, state level fair hearing for eligibility, discussion with attorneys and judges, other legal issues such a subpoena for records and court ordered evaluations
  • Assists manager and staff in problem solving, project planning, and development and execution of stated goals and objectives.
  • Attend meetings as assigned; may prepare, edit, and distribute agendas and/or minutes of meetings.
  • Schedule and coordinates meetings, events, appointments, and/or other similar activities for supervisor.
  • Maintain files and confidential material for the Director, Clinical Services
  • Coordinate clinical service unit activities and staff schedules
• Clinical Administration
  • Perform assigned functions in processing documents for final approval
  • Collect information for data, compile reports in support of assigned projects and research activities
  • Gather background material to establish the need for further diagnostic genetic studies, check with Manager, Clinical Services for unusual requests and have direct discussions with families and persons at risk (status 3)
  • Coordinate authorization and payments for amniocentesis (medical procedure used in prenatal diagnosis of chromosomal abnormalities and fetal infections, and also used for sex determination)
  • Review and process requests for medical consent
  • Track completion of eligibility reports from clinical staff
  • Prepare and finalize specialized assessment medical and psychological reports when necessary
  • Prepare and maintain files for personnel supported Mortality Review Committee
  • Maintain and coordinate registration conferences for continuing education for staff, and make necessary travel arrangements
  • Assist other members of the Management Advisory Committee (MAC) as requested
  • Act as a backup support to Executive Administrative Assistant and Administrative Assistant-Regional Center Services as needed
• Participate in special projects, and assist with additional duties or tasks, as assigned
• Maintain all client information as confidential in compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the California Lanterman Act

Education/Experience

• College education or equivalent
• Relevant work experience in healthcare field preferred

Competencies

• Creative Problem Solving
• Customer service orientation
• Organizational skills
• Time management
• Attention to detail
• Adaptability
• Collaboration/teamwork
• Self direction
• Initiative

General Skills

• Written communication: ability to develop standard business communications, using proper grammar, spelling and punctuation
• Oral communication: ability to convey complex information and ideas in a clear, concise and professional manner
• Ability to operate basic office equipment, including scanners, copiers, faxes, phones
• Intermediate knowledge of MS Word® (e.g. tables, mail merges, form creation), MS Excel® (e.g. Pivot tables, Lookup graphing), MS PowerPoint®, MS Outlook® (e.g. group list management, multi-calendar management)
• Ability to use internal records system
• Ability to type 60 wpm
• Use of discretion and ability to maintain confidentiality

Desired Qualifications

• Experience in multi-cultural settings and/or multi-lingual capacity

What are the benefits to working with GGRC?

We offer a comprehensive benefits package including Medical and Dental benefits with a generous employer contribution and additional employer paid Life, Disability and Vision coverage

10% employer contribution to a 403(b) retirement account to help you save for the future!

GENEROUS TIME OFF BENEFITS!!!

No really, we mean generous:

13 vacation days, 15 sick days, 11 paid holidays, 6 personal holidays, and up to 5 paid days for continuing education

What makes GGRC so special?

GGRC values diversity, we believe in creating an environment where people of all backgrounds can collaborate to find solutions to complex problems. We are community minded and passionate.

GGRC values each person as a full, robust, and unique individual and interacts with each person in a manner that is respectful and responsive. We endeavor to place each person at the center of his, her or their own life. We approach each person as an expert on his, her or their own life and identity with a clear and attentive inquiry into what is important to, as well as important for, that one person (whether coworker or person-served, family member or other stakeholder).

Golden Gate Regional Center is an Equal Opportunity Employer.