Gilead - ADMINISTRATIVE ASSISTANT

Gilead Community Services • New Britain, CT

7d • Onsite

About The Position

The Administrative Assistant for Gilead’s New Britain area outpatient team works Monday-Friday 9:00 AM – 5:00 PM (40 hours per week) providing administrative support to the Outpatient and IOP services. This individual is the essential initial contact, providing a welcoming and knowledgeable connection for prospective clients, referral sources, and other stakeholders. This individual utilizes good judgment, effective interpersonal skills and organizational experience to perform and organize a wide range of administrative responsibilities.

Requirements

• High school diploma or equivalent
• 2 years of administrative support experience
• Prior experience providing administrative support, customer service, answering calls, and managing diverse administrative tasks.
• Knowledge of word processing and data management programs and equipment.
• Ability to perform effectively in stressful or crisis situations.
• Ability to exercise sound organizational skills in an effective yet flexible manner, prioritizing multiple tasks and meeting deadlines.
• Exercise sound judgment and an overall level of high energy and motivation.
• Must maintain and provide proof of valid driver’s license and automobile insurance in good standing
• Reliable use of personal vehicle as needed

Nice To Haves

• Experience working in a fast-paced, not-for-profit environment preferred.

Responsibilities

• Greet visitors and callers while ensuring superior customer service to all clients, contractors, referral sources, and other stakeholders, including problem solving with staff and clients when necessary.
• Answers multi-line telephone system, relays messages, and screens and directs phone calls in a timely and professional manner.
• Provides high level of coordination and office support to all Intensive Outpatient and Outpatient clinic (IOP/OP) personnel.
• Performs client phone screenings and assigned steps of the intake process.
• Obtains detailed clinical information face-to-face, by telephone, fax, or electronically.
• Tracks client intake and appointments using appropriate scheduling tools.
• Coordinates initial and follow-up appointments for psychiatric physicians/prescribers and overall management of doctor’s schedules.
• Reviews and maintains charts and files in an organized accessible manner and acquires necessary medical information to ensure proper documentation enclosed in accordance with program guidelines.
• Coordinates current and former client medical records requests according to Agency policy and procedure.
• Provides administrative support for special projects to include research, compiling data, statistical reports, and may transcribes meeting minutes if necessary.

Benefits

• Generous paid vacation, sick, and personal time plus paid holidays
• Affordable, employer-sponsored medical and dental insurance (Gilead pays 88%)
• Employer-provided long-term disability and life insurance (Gilead pays 100%)
• Hands-on learning experience and supervision
• Scholarship, tuition reimbursement, and professional development opportunities
• Paid training, education, and certification as necessary (including CPR training)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED