Administrative Assistant (Men's Program)

Description

We are looking for you! Do you want to be a part of the team that transforms lives? Cumberland Heights is more than a campus on 177 acres, it’s a community. Our mission is providing the highest quality care possible for persons and families who are at risk for or who are suffering from the disease of chemical dependency. Treatment encompasses the physical, mental, emotional, and spiritual dimensions of recovery by offering a safe, loving and healing environment, combining professional excellence and the principles of the Twelve Steps.

Cumberland Heights Foundation offers a comprehensive benefits program, which includes:

· Medical, Dental and Vision effective 1st day of month following 28 days of employment

· Employer Contribution for Health Saving Account or Health Reimbursement Account

· 401K with Company match and eligibility after 90 days of employment

· Paid Time Off (PTO) accrual beginning day (1) one and up to 20 days of PTO the first year 

POSITION SUMMARY

The Administrative Assistant, with the direction of his/her supervisor, coordinates customer service and various public relations responses for supervisor(s) and the assigned area(s), coordinates a variety of intra-and inter-departmental workflows, as well as directly assisting in those workflows, and provides a wide variety of technical, clerical, and administrative support to his/her supervisor(s) and assigned area(s). This position may also function as a clinical support, including case manager in training, under the supervision of clinical team staff member. 

PRIMARY DUTIES AND RESPONSIBILITIES include some or all of the following depending on assigned department:

1. Coordinates customer service and various public relations responses for supervisor(s) and assigned area(s):

• Greets and welcomes patients, families, alumni, visitors, and staff to assigned areas, providing general information on services, processes, and schedules, including tours as needed;
• Arranges and coordinates and/or assists with outside tours, trainings, and visits to program(s) as assigned, coordinating with supervisor(s) and business development and staff development staff as needed, including arrangements for specialty demonstrations, meeting spaces, and refreshments as needed; 
• Assists patients, families, alumni, visitors, and staff in resolving questions and/or concerns, providing direct connection to the appropriate staff member if s/he cannot resolve the question and/or concern; 
• Assists in program/department orientation for staff, interns, patients, and families as assigned; 

1. Coordinates a variety of intra-and inter-departmental workflows for assigned area(s), as well as assisting directly in those workflows as assigned.

Coordinates communications workflow by 

• Serving as primary receptionist for department/program, routing calls and messages to appropriate person; 
• Sends and receives internal and external mail, routing each to appropriate staff or patient; 
• Coordinates appointments and a broad variety of team and committee meetings for assigned supervisor(s) and department/program, including creating and distributing minutes for same; 
• Creates and coordinates supervisor(s) and staff travel plans as needed. 
• Collects and aggregates data related to patient care processes and outcomes, as well as staff and department processes and outcomes as assigned, including medical records audits
• Creates a variety of documents, reports, files, spreadsheets, and databases for supervisor(s) and program(s), including retrieval and distribution, as well as creation of systems for same
• Establishes and maintains literature and media libraries for staff and patients as assigned. 

Coordinates scheduling of and delivery of patient care services by 

• Publishing the weekly patient services schedule as assigned, as well as entering and coordinating scheduled patient appointments via Patient Portal; 
• Assists patients with orientation, including providing technical assistance with patient portal and/or patient tablet, Zoom technology, and virtual visitation as needed; 
• Creates and executes patient releases of information and consents as assigned
• Assists in patient monitoring and movement via conducting roll calls, locating patients and escorting them to assigned appointments or meetings, and/or being present during recreation or free time; 
• Assists with notification of clinical staff members when clinical screening flags are triggered; 
• Assists with patient management in assigned area(s) when emergency response codes are called; 
• Provides staff with technical assistance wit