Administrative Assistant

INTRODUCTION:

Central Neighborhood Health Foundation is a Federally Qualified Healthcare Center committed to the Triple Aim as described by the Institute for Healthcare Improvement. Improving the US Health Care System requires simultaneous pursuit of three aims: 1) improving the experience of care, 2) improving the health of populations and 3) reducing per capita costs of health care. Preconditions for this include the enrollment of an identified population, a commitment to universality for its members, and the existence of an organization (an "integrator") that accepts responsibility for all three aims for that population.

SUMMARY:

The Administrative Assistant will play a crucial role in supporting the efficient functioning of our administrative office. Facilitates the efficient operation of the assigned team by performing a variety of clerical and administrative tasks ensuring smooth daily operations, contributing to a positive work environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

● Answers and transfers phone calls, screening when necessary; takes messages and schedules appointments.

● Greets clients, visitors, and guests; determine their purpose of visit, and directs or escorts them to appropriate department or individual.

● Provides administrative support to the Administrative Leadership team.

● Responds to and resolves administrative inquiries and questions.

● Receives and distributes mail, packages and courier deliveries to various departments.

● Takes items to the post office as needed.

● Assists in planning of meetings as well assembling meeting materials and catering.

● Keeps conference room schedules to ensure there are no scheduling conflicts.

● Maintains common areas in a ‘neat’ manner (i.e. lobby areas, kitchens, and conference rooms).

● Maintains office supplies inventory and maintains recurring orders.

● Coordinates vendor visits when needed (i.e. Iron Mountain, Sparklets, Staples).

● Coordinates maintenance of office equipment.

● Performs essential filing and recordkeeping.

● Performs administrative and clerical support tasks.

● Performs other related duties as assigned.

QUALIFICATION REQUIREMENTS:

To perform this job successfully an individual must be able to perform each essential duty, satisfactorily. Requirements listed below are representative of the knowledge, skill and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

● Associate’s degree required; Bachelor’s degree in related field preferred.

● Three to five years of experience in an administrative role.

NECESSARY SKILLS:

• Excellent verbal and written communication skills.

• Excellent interpersonal and customer service skills.

• Excellent organizational skills and attention to detail.

• Possess strong time management skills. Strong ability to manage time using online or paper calendars.

• Ability to work independently while also being receptive to and capable of adhering to guidance and instructions when required.

• Ability to maintain a high level of professionalism and handle confidential information with discretion.

• Computer literacy required. Working knowledge of Word, Excel, and Outlook programs.

• Familiarity with internet based tools (webmail, google calendar, webtime etc.)

• Basic understanding of clerical procedures and systems such as recordkeeping and filing.

Policy

Punctual and regular attendance is an essential responsibility of each employee at CNHF. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure or other absences from scheduled hours are disruptive and must be avoided.

This policy does not apply to absences covered by the Family and Medical Leave Act (FMLA) or leave provided as a reasonable accommodation under the Americans with Disabilities Act (ADA). These exceptions are described in separate policies.

WORK ENVIRONMENT

Described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Variations in conditions may occur under certain circumstances.

CONFIDENTIALITY

Maintains patient, employee, and Foundation confidentiality at all times, discussing patient or employee business only with appropriate parties who have a bona fide need to know; and communicating only the minimum amount of information necessary with respect to protected health information (PHI) as defined by the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

1. AGREEMENT AND ACCEPTANCE

2. I HAVE READ THE ABOVE JOB DESCRIPTION AND FULLY UNDERSTAND THE REQUIREMENTS SET FORTH AND WILL PERFORM ALL DUTIES AND RESPONSIBILITIES TO THE BEST OF MY ABILITY.