Office Administrator- PHS

Position Summary
The Office Administrator is responsible for providing advanced support to PHS leadership which includes, but is not limited to Provide Enterprise Reports, detailed reporting for compliance and grant progress reports/proposals and reporting for Social Service support and compliance with various policies, procedures, programs and office software packages and can function at a level of independence with significant responsibility throughout the agency. The position further provides leadership and administrative support for all Continuous Quality Improvement (CQI) meetings and processes.

Duties & Responsibilities

Composes multi-source correspondence and supportive documents for the department’s continuous quality improvement (CQI) activities, including contribution of detailed reports and analyses from CQI team members. Co-leads department CQI meetings with PHS Leadership, composes minutes and disseminates information to committee members and essential PHS staff.

Acts as a resource for and liaison between the department /director and internal and external agencies. Represents the department at meetings and conferences, such as IDPH CQI and IDPH regional groups, as requested by director and assistant director of medical social services. Serves as primary contact for outside organization requests for information, events, policy clarification, etc.

Coordinates day-to-day scheduling and operation of support staff including but not limited to: responding to time off requests to ensure adequate staffing of core areas; confirming training of back-ups for all support staff duties; serving as preceptor for all new support staff hires; and using discretion in handling operational issues including knowing when to escalate concerns to director and assistant director of medical social services.

Works with the Director and Assistant Direct of Social Services in the understanding and knowledge of budgets and Cost Allocation. This position will have the utilization of a P-card for purchasing office supplies as well as a T-card to assist with travel reservations.

Oversees information system’s needs, specifically Epic reports, Provide Reports, HRSA Reports, as well as all system updates to ensure PHS systems meet grant reporting needs. Serves as Epic super user for Front Office staff including attending OSF trainings and bringing the material back to department to train other individuals.

Participates in the design, completion of audits, and analysis of results. Over sees and conducts process change tests for agency and staff to evaluate effectiveness of the change in practice or protocol.

Manage day-to-day office operations. Assist in Interview, hire, orient, lead, mentor and evaluate staff to meet departmental and organizational needs.

Perform other related duties and participate in special projects as assigned.