Operations Specialist

Southwest Michigan Behavioral Health•Portage, MI

10d•Onsite

About The Position

Southwest Michigan Behavioral Health (SWMBH) is a $200 million governmental entity managing multiple Michigan Department of Community Health benefits management contracts and business lines over an eight-county region in Southwest Michigan. SWMBH is currently looking for an Operations Specialist. The Operations Specialist provides administrative support to the organization in various departments at the direction of the Chief Administrative Officer or designee. The position may perform some or all the duties and responsibilities on any given day or may be assigned short-term projects. In this role, the Operations Specialist will answer inquiries and obtain information for internal and external customers, visitors, and other interested parties. The position requires strong independent problem-solving skills and the acceptance of new challenges with professionalism. Will often act as the primary point of contact for internal and external stakeholders with issue or questions and will assist in direction to proper points of contact.

Requirements

Associate degree in business or a related field is required
Minimum of two years of progressively more responsible experience in administrative or support services is required
Ability to maintain the highest level of confidentiality in daily contact with sensitive business intelligence, financial, and protected health information is required.
Strong organizational skills including effective archival abilities.
Demonstrated ability to exhibit a positive personal image when dealing with the public, SWMBH, external Associates, as well as internal colleagues.
Ability to effectively, and comprehensively, communicate in oral and written format.
Strong working knowledge of Microsoft Office 365 including: Word, Excel, Outlook, and PowerPoint applications
Must be supportive of culturally competent recovery-based practices and person-centered planning as a shared decision-making process.
Must support a trauma informed culture of safety to aid consumers in their recovery process.

Nice To Haves

bachelor’s degree in business or a related field preferred.
experience in support of Senior Management personnel is preferred.
experience with website maintenance and/or design is preferred.
Experience in the use and maintenance of social media for business purposes is preferred.
Life experiences with diverse racial, ethnic, and cultural backgrounds, including experience with behavioral health issues is preferred.
Individuals of diverse racial, ethnic, and cultural backgrounds including those with lived experience with behavioral health issues along with bilingual candidates are encouraged to apply.

Responsibilities

Provides front desk reception coverage and welcomes visitors by greeting them kindly and professionally, in-person or on the telephone.
Serves as the SWMBH “gatekeeper” by screening calls, discerning the nature and purpose of the visit, and contacting the appropriate employee(s) or SWMBH department.
Directs visitors and customers by maintaining a current employee and department directory.
Maintains a safe and clean reception area by complying with procedures, rules, and applicable regulations; maintains security by following procedures related to checking in/out all visitors.
Performs communication support tasks such as proofreading, transcribing handwritten information, developing email correspondence for internal and external distribution, and responds to sensitive and confidential documents.
Acts as the primary administrator of the organization’s social media pages and external postings; maintains web site in assigned capacity.
Serves on the internal website committee representing the Operations department.
Collects, sorts, distributes, and prepares mail and courier deliveries.
Provides support for internal committee meetings; maintains conference and meeting room schedules and prepares the rooms to ensure the seating, refreshments, and cleanliness of the rooms meets the standard requirements and expectations.
Ensures the facility is kept clean and maintained and properly supplied through interaction with multiple vendor representatives.
Provides administrative support functions for multiple departments and Senior Leaders.
Develops and tracks administrative vendor contracts per organizational procedures and requirements ensuring the completion of all necessary paperwork to comply with agency procurement policies.
Maintains and updates the organization’s Policy & Procedure manual and assures proper updating to all required departments and online sources.
Conducts, monitors, and records purchases by administrative staff ensuring appropriate paperwork is completed.
Creates management reports and correspondence, as directed.
Maintains a neat and orderly electronic filing system and maintains the confidentiality of all documents as required by policy or statute.
Schedules for employee travel and professional training, as directed.
All other duties as assigned.
Provides reception and administrative support services for Southwest Michigan Behavioral Health (SWMBH).
This position serves as the professional face of the SWMBH organization.