HHP Administrative Assistant

Description

Position Summary

The Administrative Assistant is an onsite position, located in Hillsboro, Ohio. Reports directly to the Executive Director, the Administrative Assistant ensures smooth daily operations by skillfully and efficiently administering operational systems, identifying and correcting problems before they impact staff productivity, and professionally troubleshooting to resolve emergent issues. The Administrative Assistant also assists in carrying out special projects and administrative tasks of the operations team and assists in developing and implementing processes, workflows, policies and procedures. The Administrative Assistant is hands-on and leads by example to motivate staff and deliver measurable results that furthers the mission of the organization.

1. Ensures HHP Provider and Admin Payroll is accurate prior to submission for approval
2. Provider PTO and CME tracking
3. Hiring/credentialing of new hires
   1. Assist with posting of open positions
   2. Setting up interviews/assist with screening process
   3. Set up new employee files (credentialing binder), schedule employment PE, background check, drug screen, and orientation
   4. Maintain all employee files and credentialing binders for FQHC compliance which includes job descriptions, education verification, state licensure documentation, life support training, driver’s licenses, competencies, etc.
   5. Assist staff with benefit questions and open enrollment
   6. Maintain HHP Employee Handbook
   7. Employee Orientation
4. Assists with the onboarding/credentialing of new providers which includes: verifying all licensure and board certification documents, obtain DEA #, NPI #, privileging info, NPDB, Life Support Training, CME documentation, driver’s licenses, etc.
5. Assist with J-1 Visa/H1B Visa requirements and reporting.
6. Responsible for setting up site visits for potential new Providers.
7. Maintains a tracking system for employee call-offs and disciplinary actions.
8. Assists with developing and implementing operation policies and procedures that are standardized and consistent with the organization’s overall policies and procedures.
9. Assist with taking meeting minutes, creating documents for Board meetings, and preparing packets for Board
10. Responsible for coordinating the orientation process for new Board Members and ensuring the Board Orientation Manuals are compliant with all regulatory requirements.
11. Assists with reviewing and processing invoices for all HHP offices.
12. Assists in marketing needs for HHP when needed to help with growth and sustainability of the health center, including Social Media presence/monitoring.
13. Maintains HHP website
14. Plays a lead role in the development, distribution, collection, and data aggregation of annual patient and employee satisfaction surveys.
15. Assist with UDS financial and demographic monitoring and reporting.
16. Helps support HHP Leadership in any FQHC special projects such as adding new locations or any type of health center expansion when needed.

The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills of personnel so classified.

Qualifications

Position Qualifications.

Education – Required:                     Associate’s Degree is required in Business, HR, or a Health Care field.

Education – Preferred:                     Bachelor’s Degree in Health or Business Administration 

Minimum Experience:                      Minimum of 2-3 years healthcare experience, FQHC experience preferred

Preferred Experience:                      5 years healthcare experience, FQHC experience preferred

Physical Demands:                           Should be physically and emotionally able to handle irregular hours with minimal absences.  Must have ability to handle multiple tasks simultaneously while dealing with distractions.  Must be able to effectively prioritize.  Must be able to emotionally handle stress of demanding position with grace and professionalism. Prolonged, extensive, or considerable standing/walking/sitting.  Must have sufficient hearing and vision to carry out the administrative process.

                                                           The position requires the successful completion of a medical examination after an offer of hire has been made.  The position requires the employee to be free of all unlawful substances and alcohol.

Work Environment:                        Office environment.  Occasional unpleasant and/or stressful work-related situations.  Leader in emergency crisis situations.

Work Schedule:                               80 hours in a 2-week pay period.  Must be willing to work occasional irregular hours according to HHP needs.