Administrative Assistant - Clinical Services

Golden Gate Regional Center•San Francisco, CA

3d•Onsite

About The Position

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

Requirements

College education or equivalent
Relevant work experience in healthcare field preferred
Creative Problem Solving
Customer service orientation
Organizational skills
Time management
Attention to detail
Adaptability
Collaboration/teamwork
Self direction
Initiative
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

Nice To Haves

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

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.
Assist 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 coordinate 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.
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.