Administrative Associate 3--General Internal Medicine

Market Range: 06

Hiring Salary: $19.67/Hourly

THIS IS A GRANT FUNDED POSITION

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: Under the direction of an assigned supervisor, the Administrative Associate 3 provides administrative support to program manager, lead health coaches and community health workers.

DUTIES AND RESPONSIBILITIES:

1. Greet and welcome guests and client to ensure registration effectiveness.
2. Facilitates client information for coaching services for billing.

1. Maintains documentation in HER (EPIC) for schedules
2. Documents and capture information from clients to identify purpose of visit and contact information for follow up.
3. Schedules clients by doing follow up calls.
4. Provides weekly reports based on registration.
5. Maintains documents for outreach activities, review protocols and ensure documents and supplies are maintained and in stock for outreach.
6. Modifies procedures to effectively solve problems at the Hub related to events as they occur so that the overarching goal and policies are aligned and customer service it achieved.
7. Sets objectives for own work and uses discretion to make decisions within delegated authority.
8. Distributes monthly program manager, lead coach and health coach calendars and hub activity schedules.
9. Telephone support (answer all incoming calls and retrieve and take messages for staff).
10. Set up and plan for any meetings at the Health Hub; includes catering, ordering, etc.
11. Manage and schedule all appointments for clients with Heath Coaches and Administrator, to ensure smooth functioning within the Health Hub.
12. Prioritizes and assigns work of Health coaches and lead Health coaches based on priorities discussed by Program Coordinator at the Health Hub.
13. Ensures the space is open for business during working hours and maintain a welcoming environment.
14. Adheres to and maintains HIPAA protocol.
15. Performs other related duties as assigned.

MINIMUM REQUIREMENTS:  

EDUCATION: Associate’s Degree. (Bachelor’s Degree preferred). (TRANSCRIPT REQUIRED)

EXPERIENCE: Two (2) years of work-related experience; OR Bachelor's Degree in lieu of experience. 

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to work in Microsoft Office Suite and virtual platforms.
• Ability to be self-motivated, tactful, and professional both in-person and virtually.
• Excellent interpersonal, verbal, and written communication skills.
• Excellent organizational and time management skills.
• Ability to pivot as needed based on the needs of the organization

WORK SCHEDULE: This position is occasionally required to work evenings and weekends.