Lead Administrative Assistant

State of South Carolina • Richland County, SC

17h • Onsite

About The Position

The Lead Administrative Assistant oversees the day-to-day operations of the Admissions and Disposition (A&D) offices serving G. Werber Bryan Psychiatric Hospital (BPH) and William S. Hall. The position coordinates admissions for BPH Civil, Hall, Forensic, and the Sexually-Violent Predator Treatment Plan (SVPTP). The employee must be able to work at either facility and may be required to provide coverage at either location at any time. The role reports to the A&D Director and follows applicable written and unwritten policies for the facilities, programs, and departments.

The position manages admissions referrals and the admission process, including reviewing and entering referrals, monitoring calls and waiting lists, obtaining required documents, and checking legal documents and signatures. It ensures patient information is accurately entered in the Avatar system, staff remain with patients throughout admissions, and required patient-care and contraband-check procedures are completed. The role also helps coordinate staff coverage and schedules, supports admissions at both facilities, and ensures established procedures are followed for discharges, deaths, and elopements.

The job is located at G. Werber Bryan Psychiatric Hospital, 220 Faison Dr., Columbia, South Carolina. Employees must be flexible regarding work environment and travel, and may need to work beyond scheduled hours or overnight to meet safety requirements.

Requirements

• High school diploma and work experience directly related to the area of employment; a bachelor's degree may substitute for related work experience.
• Flexibility regarding work environment and travel, including the ability to work at either facility.
• Ability to lift at least 35 pounds; stand or sit for extended periods; walk, reach, pull, push, stoop, bend, and climb at least three flights of stairs.
• Ability to work in a stressful environment and beyond scheduled hours or overnight as required to meet safety requirements.
• Ability to walk to BPH and William S. Hall when needed.
• Post-hire knowledge of South Carolina laws pertaining to mental health and departmental policies and procedures.
• Ability to communicate effectively and plan, direct, and review the work of others.
• Post-hire completion of and proficiency in CPR, MAPS/MANDT training, and First Aid.
• Ability to work effectively and cooperatively with others to achieve organizational goals.
• Self-motivation, willingness to accept challenges and training opportunities, and proficient computer skills.
• Ability to identify problems and recommend alternative solutions.

Nice To Haves

• Bachelor's degree and one year of responsible clerical or administrative experience, or high school diploma and five years of experience.

Responsibilities

• Oversee the day-to-day operations of the A&D offices and admissions and admissions-referral activities for both facilities.
• Maintain A&D coverage at both facilities and provide coverage or work between facilities as needed.
• Coordinate with the A&D Director regarding coverage needs; assist with staff schedules and submit them to the Director before posting.
• Review admission referrals received each day and ensure they are promptly and accurately entered into the OMH data system for BPH and Hall.
• Monitor daily calls to referral agencies and review waiting lists with staff for completeness.
• Ensure admission documents are obtained when needed or directed, and consult the A&D Director about referral discrepancies or issues.
• Ensure all steps in the admission process are completed before a patient arrives and after arrival.
• Review patients’ original documents for legal compliance during initial screening and obtain required signatures.
• Ensure A&D staff remain with patients throughout the admission process.
• Ensure patient information is entered accurately in Avatar and that corrections to electronic records or documentation are made promptly.
• Conduct admissions, including taking patient photographs, while prepared for possible behavioral issues.
• Assist A&D staff with patient-care services for newly admitted patients at a DIS facility.
• Ensure contraband checks are completed for every admitted patient, with escorting police or public safety officers as needed.
• Ensure established hospital discharge policies are followed, including receipt of discharge documents, notifications, and distribution of documents to appropriate departments.
• Ensure established office policies are followed in cases of patient deaths or elopements.
• Follow applicable policies for facilities, programs, and departments.

Benefits

• Health, dental, vision, long-term disability, and life insurance coverage for employees, spouses, and children.
• 15 days of annual (vacation) leave per year.
• 15 days of sick leave per year.
• 13 paid holidays.
• Paid parental leave.
• South Carolina Deferred Compensation Program available.
• Retirement benefit choices through the State Retirement Plan (SCRS) or State Optional Retirement Program (State ORP); enrollment in one plan is required for FTE employees.

What This Job Offers

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