Administrative Assistant

Hazelden Betty Ford Foundation•Center City, MN

21d

About The Position

The Administrative Assistant supports patients and Recovery Services staff by coordinating FMLA and Short-Term Disability (STD) documentation, providing guidance to patients about leave paperwork, and maintaining related records in electronic health record and tracking systems. The role helps address administrative barriers that could affect patients’ continued engagement in treatment while protecting confidential information and complying with HIPAA and organizational policies. The position also provides clerical and administrative support, including document management, scheduling, data entry, correspondence, and other office functions. It helps maintain a welcoming reception environment, answers calls, greets visitors, responds to inquiries, and identifies opportunities to improve workflow and the patient experience. The Hazelden Betty Ford Foundation is a nonprofit addiction recovery organization with more than 1,600 employees and 17 treatment sites. It serves nearly 25,000 people annually and works across prevention, education, research, advocacy, and treatment.

Requirements

Proficient computer skills in Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, and Visio.
1–3 years of related administrative experience.
Ability to schedule and host virtual meetings, such as WebEx.
Ability to work independently, prioritize workload, and balance a heavy workload while managing frequent interruptions.
Interpersonal skills, including greeting visitors, answering and routing phone calls, and coordinating work activities with staff.
Must satisfactorily pass a state/license-specific background check.

Nice To Haves

Vocational or technical training of two years or more.
Prior experience with scheduling in healthcare.
Bachelor’s degree.
Advanced skill in Microsoft Office applications.

Responsibilities

Coordinate and process FMLA and Short-Term Disability (STD) documentation, ensuring forms are accurately completed, submitted on time, and tracked through completion.
Serve as the primary contact for patients regarding leave-of-absence paperwork, including required forms, employer requirements, deadlines, and documentation needs.
Proactively identify and address administrative barriers that may affect patients’ ability to remain engaged in treatment.
Protect confidential patient and employment-related information and comply with HIPAA and organizational policies.
Provide clerical and administrative support to Recovery Services staff, including document management, scheduling, data entry, correspondence, and other office functions.
Maintain accurate FMLA/STD patient records in electronic health record and tracking systems.
Maintain a welcoming, professional reception environment for patients, visitors, and staff.
Answer incoming calls, greet visitors, and respond to inquiries in a compassionate, professional, service-oriented manner.
Identify opportunities to improve workflow efficiency and patient experience in the FMLA/STD process and administrative operations.