Administrative Assistant

Nova Supports • Ogden, UT

11d • Onsite

About The Position

Nova Supports is looking for an administrative assistant to join our team in our Ogden clinic. This person will work to support the daily operations of the clinic and the pool. The ideal candidate is a positive and motivated individual that will represent Nova's core values of competent and compassionate care to the community. This person must have exceptional organizational and multitasking skills, a strong attention to detail, be unafraid to jump in and help clinicians and clients, stay calm in an ever-changing environment, and have the ability to communicate effectively in both written and verbal communications.

Requirements

• Able and WILLING to drive clients to and from sessions and on various outings. Must be 21 years of age and have a good driving record to drive a company vehicle.
• High school diploma
• 1-2 years experience as an administrative assistant, secretary or receptionist preferred
• Strong organizational, communication, and time-management skills
• Proven ability to work in a fast-paced, ever-changing environment
• Positive, high-energy attitude
• Resourcefulness, creativity, and problem-solving skill set
• Familiarity with office equipment (i.e. printers, fax machines, projectors)
• Proficiency in Microsoft Office (especially MS Excel, Planner, Teams, and PowerPoint) and Passage Health

Responsibilities

• Field inbound communications - Answer phone calls/general email inquiries and route to the appropriate internal parties as needed.
• Coordinate scheduling - Work with the clinical care team to set up schedules; this includes transportation for clients, clinic activity schedule, pool class schedules, and clinician/client sessions(including handling call-outs to help fill shifts).
• Organize internal resources - Build out and maintain processes to keep files and office supplies organized and easily accessible.
• Maintain Confidentiality - Must know and uphold HIPPA regulations
• Liaise with visitors - Act as point person for clinic guests. You are the first person people meet/interact with in the clinic. Kindness, competency, and professionalism is expected.
• Communicate policies and procedures - Alert employees of new processes, rules and regulations.
• Building and vehicle maintenance - making sure the vehicles and pool are regularly serviced, and the clinic has a good maintenance and cleaning schedule.
• Facilitate executive-level operations - Book travel, submit expense reports and send communications for high-level staff as needed.

What This Job Offers

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