MAIN FUNCTION:

• To assist the Director with the daily operation of the Provider Relations Department and relieve the Director of routine duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist the Director in organizing promotional events, conferences, workshops, trainings, and in-service presentations as needed
• Prepare and produce event mailings and email notices as directed. Generate mailing labels and order postage and supplies
• Create and maintain a referral source database and mailing list
• Create print advertising and other promotional materials as needed
• Arrange catering needs when necessary. Attend functions to greet attendees at reception table and oversee distribution of materials as needed
• Coordinate travel arrangements for staff to attend conferences, submit conference and exhibit registrations, and ship exhibit materials when necessary
• Schedule tours and site visits by reps and notify Seafield staff of expected visitors
• Fill supply requests from reps, and arrange for delivery materials needed for speaking engagements, presentations and conferences
• Provide tours of Seafield Center when needed
• Arrange for speakers for out-of–facility presentations when requested (schools, organizations, etc.)
• Assume responsibility to organize and execute all aspects of the annual Seafield Wellness Day
• Prepare all P.R.F.’s generated by the department for Director’s signature. Follow up on receipt of checks for same
• Maintain the payroll and personnel charts of the department staff, recording vacation days, sick days, etc.
• Maintain an up-to-date inventory of promotional items, advertising brochures, required departmental paperwork, and stationery for all departments
• Generate “Thank you for the referral letters” and other correspondence as directed
• Notify referral sources of bed availability when necessary
• Prepare agenda, gather handouts and generate minutes for monthly Marketing Meetings
• Receive assignments from Director and assume responsibility for completing task as directed
• Answer phone calls and follow through on behalf of the Director when appropriate
• Provide other duties as assigned by the Director

COMPETENCY REQUIREMENTS:

• Written Communication Skills
• Verbal Communication Skills
• Computer Software Skills
• Functional Knowledge
• Prioritizing Workload
• Level of Independence
• Administrative Processing
• Research & Analysis

EDUCATION AND QUALIFICATIONS:

Advanced business administration experience – typing, computer and telephone skills. Three years experience in office management with background in public relations.