Administrative Assistant

Administrative Specialist Rural Psychiatry Associates is seeking an Administrative Specialist to join our growing team and play a critical role in supporting daily operations across the organization. This position serves as a direct extension of RPA's administration, ensuring projects run smoothly, deadlines are met, and offices are set up for success. If you are organized, detail-oriented, and skilled at multitasking, this role offers the opportunity to contribute to RPA's mission and support providers across multiple states.

Why Join Us?

At Rural Psychiatry Associates, our mission is to provide high-quality mental health care to underserved communities. We offer both in-person and telemedicine services to patients of all ages across North Dakota, South Dakota, Montana, Minnesota, Utah, Alaska, and beyond, serving hospitals, clinics, schools, and senior living facilities.

The Administrative Specialist role is central to ensuring efficient operations and providing direct support to administration, providers, and facility leads. You will be responsible for coordinating projects, managing provider timecards, overseeing attendance for training and professional development, and assisting with marketing and administrative functions. This position also requires travel to help establish new office locations and ensure they are ready to operate.

Role Overview

• Location: Grand Forks, ND office
• Project & Administrative Support: Coordinate and track projects, organize data, and maintain document control
• Provider & Training Oversight: Manage provider timecards, track attendance at training sessions, and facilitate facility lead trainings
• Marketing Support: Assist with planning and executing marketing initiatives and campaigns
• Backup Coverage: Serve as a backup to the Administrative Assistant, providing general administrative support as needed

Key Responsibilities

• Coordinate and track projects to align with organizational goals and deadlines
• Manage provider timecard submissions for accuracy and timely processing
• Oversee attendance for provider trainings, professional development, and meetings, reporting absences to administration
• Facilitate facility lead trainings, including recording and organizing materials
• Collect and organize data for reporting and analysis
• Assist in marketing initiatives by gathering materials and coordinating campaigns
• Maintain document control for policies, procedures, and forms
• Provide backup coverage for Administrative Assistant duties, including:
• Scheduling meetings, preparing agendas, reserving facilities, and recording minutes
• Answering and screening calls, directing inquiries, and providing information
• Performing clerical duties such as typing, filing, and photocopying
• Research, develop, and update administrative forms, policies, and procedures as needed
• Participate in meetings and special projects as assigned
• Handle company grievances with appropriate follow-up and resolution
• Travel to new office locations to assist in setup and operations
• Perform additional duties as assigned to support the organization

Qualifications

• Education: High school diploma required; Associate or Bachelor's degree preferred
• Experience: Minimum 3 years in an administrative or project coordination role preferred
• Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and data management tools
• Strong organizational, multitasking, and detail-oriented abilities
• Excellent communication and interpersonal skills
• Ability to handle confidential information with discretion
• Other: Must have a valid driver's license and ability to travel

What We Offer

We value the contributions of our team and offer a comprehensive benefits package:

• Medical, Dental & Vision Insurance
• Long & Short-Term Disability Insurance
• Life Insurance
• 401(k) Retirement Plan
• Generous Paid Time Off (accrual based on hours worked)
• Paid Holidays

If you are ready to support administration and ensure seamless operations across the organization, apply today to join Rural Psychiatry Associates.