Administrative Assistant

Western MA•Chicopee, MA

5d•Onsite

About The Position

The Administrative Assistant works as a part of an administrative team and alongside the Vice President of Recovery Services to ensure the smooth operation of quality services within the Division of Recovery Services. A successful candidate will have proven administrative experience with a background in human services, case management, basic data entry and analysis, and electronic health records. The Administrative Assistant should be highly organized with a passion for strengthening systems and working alongside a diverse team which oversees programs across multiple contacts. The ability to work with others, to manage time efficiently, to teach and train others and to be flexible in learning new skills and systems are key components of this position.

Requirements

Valid driver’s license, reliable vehicle, acceptable driving record, and sufficient insurance.
Effective organizational skills and the ability to manage multiple priorities regularly.
Strong interpersonal skills, patience, caring and compassion and the ability to work with a diverse team, vendors and collateral contacts effectively.
Proficiency in Microsoft Office products including Word, Excel, Outlook, One Note and ability to learn new software systems required.
Proficient with administrative processes such as phone calls, emails, scanning, copying, scheduling, reporting and tracking.
Excellent communication and relational skills and ability to represent division programs with contacts outside of the agency.

Nice To Haves

Proven administrative experience
Background in human services
Case management experience
Basic data entry and analysis
Electronic health records experience

Responsibilities

Maintain records in physical and electronic form.
Assist with chart set up for new enrollments
Utilize the electronic health record and other software systems to generate reports and maintain tracking systems
Data entry into electronic health records and other software systems
Regular review and management of insurance information and authorizations in the electronic health record
Provide assistance with wait list management, admission and provider scheduling
Assist in management of master schedules, open positions, and onboarding
Track and manage enrollments and disenrollments for multiple programs
Assist with supply tracking, supply ordering, training registration and division event planning
Maintain tracking systems for spending and receipt collection for division expenses
Record and send out minutes for program and division meetings, as needed
Assist programs in preparation for licensing and accreditation
Other duties as assigned by the Vice President of Recovery Services