HHP Administrative Assistant

Position Summary

The Administrative Assistant reports directly to the Executive Director and assists in ensuring 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 further the mission of the organization.

1. Credentialing of new hires
   1. Set up new employee files (credentialing binder), schedule employment PE, background check, drug screen, and orientation
   2. 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.
2. 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.
3. Assist with J-1 Visa/H1B Visa requirements and reporting.
4. Assists with updating and tracking operation policies and procedures that are standardized and consistent with the organization’s overall policies and procedures.
5. Assist with taking meeting minutes, creating documents and packets for meetings, including Board meetings, Quality Assurance and Quality Improvement meetings, Lead meetings, Staff meetings, and other miscellaneous internal meetings.
6. Responsible for coordinating the orientation process for new Board Members and ensuring the Board Orientation Manuals are compliant with all regulatory requirements.
7. Helps support HHP Leadership in any FQHC special projects such as adding new locations or any type of health center expansion when needed.
8. Help support marketing efforts through preparation of supplies and materials for events and community service projects.
9. Help with preparations and execution of internal employee events and activities.
10. Assist with employee recognition of birthdays and anniversaries through Awards Network, birthday/anniversary cards, and back-office portal graphics.
11. Maintain and order supplies for the Administration office.
12. Manage contracts through OnBase.

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.

Position Qualifications.

Education – Required:                     High School Diploma or GED.

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

Minimum Experience:                      2-3 years in an Administrative Support role.

Preferred Experience:                      3-5 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.