Administrative Assistant - Behavioral Health

FAMILY HEALTH CARE CENTER OF KALAMAZOO•Kalamazoo, MI

About The Position

The Administrative Assistant provides high-level general and confidential administrative support to leadership and management teams within Behavioral Health. The role assists with special projects and requires thorough knowledge of Family Health Center policies, procedures, protocols, and work practices. It calls for discretion, diplomacy, tact, and strong communication when interacting with visitors, patients, and callers. The position supports administrative operations, including preparing correspondence, managing calendars and meeting schedules, preparing for meetings, producing accurate meeting minutes, and maintaining electronic and hard-copy documents. It also assists with payroll processing and clinical support staff scheduling, collaborates with team members, and adjusts schedules as needed to accommodate business requirements. Additional work includes preparing audit and grant materials, supporting reporting and information requests, welcoming and directing visitors and patients, screening calls and inquiries, covering the administrative office, sorting and prioritizing mail, and using practice management and electronic health records systems to assist patients. The employee participates in professional development and required company-wide and departmental meetings.

Requirements

Exceptional verbal and written communication skills.
Proficiency in Microsoft applications and ability to quickly learn other software applications.
Associate degree or an equivalent combination of education and experience; high school diploma required.
At least 2 years of experience in an administrative support role.
Thorough knowledge of the organization's policies, procedures, protocols, and work practices is required for the role.
Ability to maintain confidentiality and exercise diplomacy and tact.
Ability to fluctuate schedule as needed to accommodate business needs.

Responsibilities

Prepare correspondence and provide other general administrative support.
Manage assigned administrative staff calendars and meeting schedules.
Prepare for meetings and compile and issue accurate, detailed meeting minutes.
File and retrieve electronic and hard-copy documents.
Assist with payroll processing and schedule clinical support staff, making schedule adjustments as needed.
Collaborate with other team members and adjust work schedules as needed to accommodate business needs.
Support projects such as preparing audit and grant materials, meeting reporting requirements, and responding to requests for information and data.
Greet visitors and patients, answer inquiries about the organization, and direct people to their destinations.
Answer calls on multi-line telephones, screen visitors and calls, determine needs, and refer inquiries to the appropriate party.
Refer complex or sensitive issues and inquiries to appropriate Family Health Center personnel with tact and discretion.
Participate in administrative office coverage as necessary.
Sort and prioritize incoming mail daily.
Use practice management and electronic health records systems to assist patients as needed.
Participate in professional development activities to stay current with administrative trends, practices, and productivity tools.
Attend company-wide and departmental meetings as required.
Perform special projects and other assigned responsibilities.