Description

This position is located at Woodland Park . The schedule is typically Monday through Friday, 8:30 a.m. to 5:00 p.m.

Job Overview

The Administrative Coordinator is responsible for managing the administrative tasks for the programs assigned. This position performs a wide variety of duties in support of the clinical staff working within Cascadia programs.

This position must understand, appreciate, and respect the diversity and cultural differences within our Cascadia community. As such, it is expected that this position promotes integrated care, our vision of trauma-informed and person-first approaches and helps create a work environment of inclusion, safety, and acceptance.

Essential Duties

This position description is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position. Management reserves the right to modify, add or remove duties as necessary.

• Complete all aspects of service utilization documentation for health center clients from enrollment through discharge.
• Obtain, enter, and track insurance authorizations.
• Engage in proactive review of service reports to identify activity on submissions and catch denials.
• Update program, team, and staff assignments in the Electronic Health Record (HER), add or correct information on insurance coverage and authorizations.
• Track inventory, order office and janitorial supplies, with financial stewardship and remaining within budgetary guidelines for the year.
• Maintain Office equipment, including fax/copier/printer.

• Coordinate with vendors, including janitorial and any maintenance with Cascadia maintenance, Property Manager or contracted janitorial service as directed.

• Verify vendor invoices and submit them to supervisor for approval.
• Provide general clerical support to the manager, director, and the clinical team.
• Create, update, and maintain program flyers, calendars, forms, announcements, and other written program materials.
• Complete a variety of reports on a regular schedule.
• Perform other related duties as assigned.

Compliance

• Attend and participate in all meetings as assigned.
• Adhere to mandatory abuse reporting laws and HIPAA requirements.
• Complete annual employee training requirements on a timely basis as defined by the agency and program.
• Conduct quarterly OSHA walk throughs.

• Possess familiarity with fire regulations and evacuation procedures.
• Review and ensure enrollment paperwork and chart is in compliance and if not, coordinate with the clinical staff and manager to complete or correct key documentation requirements promptly.
• Provide input on all relevant documentation, forms and procedural requirements related to administrative operations.

Qualifications

Education:

High school Diploma, GED or equivalent.

College coursework is preferred.

Required Experience:

A minimum of three years of experience in an office setting required.

Previous experience with managing building maintenance preferred.

Previous experience in insurance programs, grant/contract detailed standards and/or documentation compliance preferred.

Specialized Knowledge, Skills, and Abilities

Advanced skills with PC systems, including MS Windows, MS Word and MS Excel preferred.

Familiarity with terminology and language used in healthcare settings.

Strong customer service skills, interpersonal and organizational skills

Strong written and verbal skills

Operate computer hardware and software at a level needed to effectively perform job functions.

Word processing and Excel skills, accurate typing, and data entry skills

Ability to work with frequent interruptions.

Strong time management and prioritization skills

CPR, First Aid, and proper use of AED equipment. CPR/ First Aid certifications are required and must remain current.

Core Competencies

Decision Making:

Ability to exercise sound judgement and collaboration skills.

Maintain confidentiality of information as appropriate.

Receive and provide recommendations that support optimal operational functions of the program.

Act as a resource for receiving and providing recommendations that maintain optimal operational functions of the program.

Most decisions must be reviewed and approved by management.

Demonstrate initiative and creativity in problem solving and troubleshooting.

Make day-to-day decisions within the scope of the position.

Effectively influence, persuade, or coach others into taking safe and effective courses of action.

Interpersonal:

Effectively engage with internal providers, external providers, and stakeholders

Promote the safety and welfare of clients and foster a cohesive workplace for employees.

Work independently as well as part of a team

Ability to be flexible in approach to time management.

Ability to apply discretion, negotiation, or persuasion skills.

Demonstrate respect and compassion when interacting with internal and external stakeholders.

Promote safety and welfare and foster a cohesive workplace.

Demonstrate initiative and creativity in approaching problems and tasks.

Understand, appreciate, and respect diversity and cultural differences.

Represent the company effectively in a variety of settings and with diverse communities.

Working Conditions

Work is generally performed in an office setting. The position operates within standard business hours, 8:30 am to 5:00 pm Monday to Friday.

Mental Demands:

Work is generally predictable but is subject to frequent interruptions. Work requires the ability to multitask. Close attention to detail is needed to assure accuracy and thoroughness in work.

Physical Demands:

Work is performed in an office setting. A typical workday consists of sitting at a desk and using computers and other office equipment.

Benefits

We offer generous benefits for our full-time and part-time employees (20 hours pro-rated) including:

• Generous Paid Time Off Package Full-time employees earn 6 weeks of PTO in their first year!
• Medical and Dental Coverage (begins 1^st of the month following 30 days after hire date)
• VSP Vision Discount Plan
• 403(B) Retirement Savings (Pre and post-tax plans with matching contribution)
• Flexible Spending Account (FSA) (Medical, dependent care, and transportation options)
• Short-Term Disability, Long-Term Disability, and Life Insurance
• Paid Bereavement and Jury Duty Leave
• Length of Service Award
• Voluntary Life Insurance
• Supplemental Insurance

Wellness Benefits:

• Employee Assistance Program (EAP)
• Bicycle Reimbursement
• Discounted Fitness Memberships
• Trauma Support Team

Cascadia is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you need assistance or an accommodation due to a disability, you may contact us at 503.963.7654.

Qualifications