Administrative Assistant I-Psychiatry World Trade Center Mental Health Program

The World Trade Center Health Program at the Mount Sinai Clinical Center of Excellence offers high-quality, compassionate healthcare to those directly affected by the September 11th terrorist attacks. Services include medical monitoring and treatment and mental health services for eligible 9/11 responders.
 

The Administrative Assistant I provides a wide variety of administrative support services for the World Trade Center Mental Health Program including, preparation and control of records, statistics and reports regarding operations and personnel matters. May serve as administrative liaison with others related to purchasing, facilities and operations.
 

•    Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports. 
•    Assists in the planning and logistical arrangements for forums, conferences, workshops and meetings.
•    Serves as a liaison with other departments or external parties to as necessary to accomplish objectives and or complete projects or assignments.
•    Investigates, evaluates and resolves typical administrative or operational problems or situations affecting the work unit.
•    Checks materials submitted for supervisor’s attention to ensure all relevant data, authorizations and pertinent information are included.
•    Screens and schedules patient appointments.
•    Serves as an intermediary between supervisor and other departmental staff by transmitting written and oral requests, messages and instructions.
•    Screens and prioritizes all incoming mail for needed action and follow up. 
•    Distributes incoming mail requiring attention to appropriate individual(s).
•    Provides front-end coverage as needed either at WTC MH monitoring or treatment location. 
•    Monitors and updates schedules and available databases with visit status, visit status reminders and follow-up appointments.
•    Maintains patient files in electronic medical records system.
•    Enters data from questionnaires completed by patients to an internal database.
•    Scans and uploads copies of questionnaires completed by patients to an internal database or electronic medical records system. 
•    Performs data entry QA.
•    Performs other related duties as assigned. 
 

•    Bachelor’s Degree or an equivalent combination of education and/or experience may substitute for the degree when the experiences are closely related to the duties of the job. 
•    3-4 years administrative or medical office experience required
•    Experience working in a mental health practice is preferable 
•    Proficiency in Microsoft Office suite 
General Skills:
-    Excellent written and oral communication skills
-    Excellent organizational skills and the ability to prioritize multiple tasks, projects and assignments 
-    Exceptional attention to detail and accuracy
-    Communication skills and the ability to juggle a range of tasks in a busy environment
-    Fluency in Spanish is a plus
Required Competencies:
-    Knowledge of office and administrative practices
-    Skill in use of personal computers and software
-    Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment;
-    Adjusts effectively to work within new work structures, processes, requirements, or cultures.
-    Applies Learning: Assimilates and applies new job-related information in a timely manner.
-    Builds Customer Loyalty: Effectively meets customer needs; builds productive customer relationships; takes responsibility for customer satisfaction and loyalty.
-    Builds Strategic Work Relationships: Develops and uses collaborative relationships to facilitate the accomplishment of work goals.
-    Communication: Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
-    Contributes to Team Success: Actively participates as a member of a team to move the team toward the completion of goals.
-    Decision Making: Identifies and understands issues, problems, and opportunities; compares data from different sources to draw conclusions; uses effective approaches for choosing a course of action or developing appropriate solutions; takes action that is consistent with available facts, constraints, and probable consequences.
-    Initiates Action: Takes prompt action to accomplish objectives; takes action to achieve goals beyond what is required; is proactive.
-    Manages Work (includes Time Management: Effectively manages one’s time and resources to ensure that work is completed efficiently.
-    Quality Orientation: Accomplishes tasks by considering all areas involved, no matter h