Administrative Team Leader

Four-Seasons,-the-Care-You-Trust; Flat Rock (IL); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Competitive Salaries

Tuition Reimbursement

Health Insurance

PTO 20+ days

403B retirement plan

Job summary

Four Seasons seeks an Administrative Team Leader to supervise the Administration & Technology Team, ensuring efficient workflows and strong operational performance that aligns with the organization’s mission and values.

The role requires HIPAA knowledge, exceptional MS Office skills, and a collaborative leadership approach to support patient care and organizational growth.

Qualifications

• High School Diploma/GED required.
• Education in healthcare field preferred (CNA, Medical Records, Healthcare Administration).
• Proficient MS Office applications and strong problem-solving abilities.

Responsibilities

• Lead and supervise the Administration & Technology Team to ensure efficient workflows.
• Collaborate with leadership to support mission, vision and organizational goals.
• Promote teamwork, ongoing competency reviews and professional development.

Skills

HIPAA knowledge

MS Office proficiency

Interpersonal skills

Oral communication

Written communication

Organization

Quality control

Adaptability/Flexibility

Teamwork

Initiative

Problem solving

Regulatory knowledge (Medicare COP)

Education

High School Diploma/GED

Healthcare administration/related education

Job description

Four Seasons offers an excellent benefits package for both full time and part time eligible employees, which may include:

• Competitive Salaries, Reviewed Annually
• Annual Operational Performance Bonus Opportunities
• $0 Employee Premiums on Medical Insurance
• Annual $600 Well-Care Benefit Towards Self-Care, Childcare, Pet Care, or Elder Care
• Medical & Dental Insurance Benefits First of the Month after Hire
• 403B Retirement Plan with Employer Match
• Generous Paid Time Off Package- 20+ Days of PTO Per Year
• Up to 6 Paid Holidays
• Employer Paid STD, LTD, & Life Insurance
• Employer Paid Teletherapy & Telemedicine Coverage
• Health & Dependent Care Flexible Spending Accounts
• Up to $3k in Tuition Reimbursement Each Year

Reports To

Chief Security Officer

Status

Exempt

Shift

Refer to Offer Letter

Location

Refer to Offer Letter

Summary

The Administrative Team Leader is responsible for the direct leadership and supervision of the Administration & Technology Team’s Administrative staff, ensuring efficient workflows, excellent operations and team success. This role serves the mission, vision and values of the organization by collaborating with other leadership staff and departments within the organization to ensure effective administrative support is provided at all times to achieve goals that contribute to the growth and efficiency of the organization.

• Work to achieve performance goals, pursue progress toward my learning plan (MLP) and demonstrate Four Seasons values and competencies
• Contribute to a climate that promotes growth, development and teamwork throughout Four Seasons
• Encourage and develop skill advancement amongst team members through 1:1s, training, and on-going competency review
• Actively participate in leadership team, collaboratively working to ensure efficient, effective operations to support the Mission and Vision of the organization
• Be a part of the collaborative leadership team that ensures the IDG documents the provision of patient’s and family’s physical, psychosocial, environmental, spiritual, safety and developmental needs.
• Actively participate in continuous quality improvement activities (i.e. quality monitoring, chart audits, PIPs, task forces, etc.) and promote a culture of continuous quality improvement throughout the organization
• Collaboratively develop and maintain administrative Polices & Procedures for Four Seasons
• Create, collaborate and manage internal processes and best practices for administrative staff on the Administration & Technology Team, effectively collaborating within the work of a group
• Fosters an environment of teamwork and service excellence within the Administrative & Technology Team
• Identify and collaboratively resolve issues that might arise amongst the team
• Perform detailed work with superior accuracy, develop rapport with others, function as a team member, work independently with a minimum of supervision, and demonstrate excellent interpersonal and organizational skills
• Promote professional competency related to cultural diversity and health equity

Knowledge, Skills, and Abilities

• Knowledge of HIPAA privacy policies.
• Advanced proficiency in MS Office: Outlook, OneNote, Word, Excel, PowerPoint, etc.
• Knowledge and skills in social networking.
• Problem solving – identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
• Interpersonal skills - maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
• Oral communication– speaks clearly and persuasively in positive or negative situations.
• Written communication– proficiently edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Organization – highly organized to be as efficient as possible, keep physical locations organized and clutter-free creating a safe environment that reflects superior competency.
• Quality control – demonstrates superior accuracy and thoroughness and monitors own work to ensure exceptional quality.
• Adaptability/Flexibility – adapts to change in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events. Must be able to work in a fast-paced environment with demonstrated ability to independently prioritize work in order to support multiple individuals.
• Interpersonal Competence– has a high-level of interpersonal skills to handle sensitive and confidential situations. Position continually requires discretion, demonstrated poise, tact and diplomacy. Must be able to effectively interact and communicate with individuals at all levels of the organization.
• Initiative- Ability to anticipate needs and use independent judgment given limited availability of individuals the position supports.
• Teamwork – participates in coordinated effort as part of a group to achieve success.
• Understand reimbursement, regulatory requirements, and Medicare Conditions of Participation

Minimum Qualifications

Education:

• High School Diploma/GED required
• Education in a healthcare field, such as a C.N.A program of study, Medical Records, or Healthcare Administration, preferred

Experience:

• Minimum 3 years’ experience as an administrative assistant in a healthcare setting
• Demonstrated proficient computer skills with MS Office products
• Demonstrated excellent customer service and communication skills

Licensures & Certifications:

• Valid driver’s license and proof of automobile insurance

Summary of Physical Requirements

• Hand dexterity to include gripping, carrying, pushing & pulling
• Fine finger movements to include writing& typing, frequently
• Flexion/Extension of arms & wrists
• Additional gross motor movements including: bending, reaching, twisting, turning, crouching, squatting, & kneeling
• Ability to hear, understand, & distinguish speech and other sounds
• Prolonged sitting, in excess of four hours per day
• Ability to drive and/or transport self to and from work locations
• Ability to lift, carry, push & pull up to 50 pounds, occasionally

Intent and Function

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the duties of the position. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals.

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer.

Employee Acknowledgement

I have read the above Position Description and am aware of the terms and conditions as have been outlined above.

Employee Name (Print) Employee Signature Date

Leader Name (Print) Leader Signature Date

Other Duties

• Assist team members with problem-solving and implementation of administrative functions
• Collaborate with organizational leadership through involvement in committees, organizational projects, and special events to co-create the care experience by meeting the organizational values
• Participates in the design of operations that are in compliance with internal and external standards, while exhibiting a high understanding of (federal, state, local laws/regulations, Medicare Conditions of Participation, defined clinical best practice) policies, and procedures
• Support the work of the interdisciplinary team by ensuring administrative support is provided consistently through all regions
• Maintain confidentiality of information
• Develop, lead, motivate and support team members to achieve goals and action plans that support the achievement of organizational and team goals and the Mission and Vision of Four Seasons
• Recruit, teach, coach and mentor staff to promote the professional development of team members; evaluate staff performance and develop/implement performance improvement plans as needed
• Build and maintain positive relationships throughout the organization and within the community, being a Four Seasons Ambassador
• Contribute to the development of administrative strategies and processes to improve efficiency and effectiveness.
• Participate in ongoing education and training offered by the agency
• Comply with company policies, procedures, guidelines, and Mission Statement
• Practice safety and infection control methods
• Implement skills and strategies that have been learned through leadership development to support the administrative team
• Effectively manage and oversee supply ordering for all clinical regions as necessary, collaboratively working with clinical leaders to establish best practices to support cost effectiveness and staff engagement and efficiency
• Purchase organizational supplies, when necessary, collaboratively working with other departments throughout the organization, as assigned