Administrative Assistant

The Emily Program•Saint Paul, MN

2d•Onsite

About The Position

The Administrative Assistant is responsible for creating a welcoming and positive environment for clients while performing a variety of administrative tasks. These include co-pay collection, answering phones, scheduling appointments, maintaining clinician schedules, and providing general administrative support for clinicians and projects as assigned. Our vision is a world of peaceful relationships with food, weight, and body image, where everyone with an eating disorder can experience recovery. We believe that exceptional, individualized care leads to lasting recovery from eating disorders. That’s why our teams are comprised of compassionate, dedicated professionals from a variety of backgrounds who collaborate to provide the very best evidence-based care for our clients at all levels of care.

Requirements

High School Diploma or equivalent, required.
Minimum of 2 years of experience in a healthcare or administrative setting strongly preferred.
Basic proficiency in Microsoft Office programs, with a willingness to learn new applications.
Valid driver’s license and ability to drive a personal or company vehicle.
Employees in this role are required to have or obtain a current Basic Life Support certification within 30 days of hire.

Nice To Haves

Bachelor’s degree, preferred.

Responsibilities

Assist clients with scheduling needs, ensuring smooth and responsive service.
Achieve key client check-in outcomes, including eye contact, a warm welcome, notifying providers of arrivals, and collecting co-pays.
Maintain a clean, organized, and professional facility atmosphere for clients and staff.
Distribute incoming mail and faxes to the appropriate team members.
Manage office supply inventory, keeping supplies organized and well-stocked.
Support building maintenance requests in coordination with the Office Manager.
Handle all phone calls, triage inquiries, resolve issues, and conduct follow-up as necessary.
Administer and score client questionnaires accurately and efficiently.
Provide general administrative support to staff, including faxing, mail distribution, and photocopying.
Collaborate with the medical records department to coordinate client record requests.
Provide schedule support to clinicians, such as blocking PTO, adding meetings, and making schedule adjustments as needed.
Drive a personal or company vehicle for work-related purposes, including occasional client transportation.
Oversee program and staff schedules, performing daily checks to ensure accuracy and address any conflicts.
Mail client correspondence as requested.
Safeguard the confidentiality of proprietary company information and client protected health information, adhering to all state, federal, and company policies.
Protect employee personal information in roles with access to such data.
Attend all required meetings as outlined in the Outpatient Meeting Structure document.
May serve as the Point of Contact for Weekend Programming.
Perform additional duties and special projects as assigned.
Provide support to all levels of care, either in-person (when located nearby) or virtually. This requires being responsive to manager coverage requests and coordinating with other Office Managers and Site Directors at different sites as needed.
Serve as a backup to the front desk team in situations such as FTE shortages or PTO coverage. This may include covering tasks during staff transitions, providing interim support while new hires are onboarded or trained, and being cross trained to cover at Residential sites when administrative staff are unavailable.

Benefits

HSA and PPO insurance with HSA or FSA options (Blue Cross Blue Shield)
Dental insurance (Delta Dental)
Vision insurance (EyeMed)
Short-term and long-term disability insurance
Company-paid life insurance
401(k) plan available two months after start date
Company 401(k) matching for up to 50% of your contribution, up to 6% of your compensation
Generous PTO plan accrues annually
Seven paid holidays
One floating holiday