About Emagine Health Services:

Emagine Health Services is a private, minority-owned agency providing a range of services to children and adults. Passionate and quality care is our trademark, and we are excited to have you on the team!

Working with vulnerable populations is critically important. We must ensure we are offering the highest quality of care tailored to those that need it. Our clinics, as we tell our client-families, are nurturing child-centered environments where our kids feel safe to take risks, learn and grow. Our clinics are a safe space for our adults to feel heard and heal. Our vision is to provide culturally competent, holistic, and wellness discussed services that promote children’s social-emotional development, prevent development of mental health challenges, and address social-emotional problems that currently exist. We do this by using evidence-based strategies in our services to children using the science of Applied Behavior Analysis (ABA); supporting staff training and wellbeing; by implementing effective mental health consultation to children, families and staff; by facilitating mental health services for parents who need them; and by continuing to strive for excellence in supporting mental health for all.

We are committed to:

• Creating a work environment that encourages trust, respect, and accountability to each other and our clients.
• Delivering quality and cost-effective care to our clients and referral sources.
• Advocating for our clients and team members.
• Maintaining a high level of continuing education and relevant information to provide the highest level of care.

The ideal candidate has a positive, self-starter attitude with experience in either healthcare, behavioral health, or related. They are people focused and have the relevant experience that would set them up for success when communicating with staff, insurance agencies, and state departments. The ideal candidate is detail-oriented, passionate about helping the organization grow and moving forward with our mission.

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to multitask effectively. As an Administrative Assistant, you will provide support to various departments within the organization and ensure the smooth operation of daily activities.

POSITION OBJECTIVES ARE AS FOLLOWS:

• Greets and assists clients, families, and visitors in a professional and friendly manner.
• Manage inventory levels across all clinics to guarantee consistent stock availability. Orders and maintains office supplies, equipment, and inventory as needed.
• Assists with administrative tasks such as data entry, filing, and record keeping, billing, bill payment, etc.
• Supports clinic events, workshops, and trainings as needed.
• Upholds confidentiality and adhere to HIPAA guidelines in all interactions and documentation.

- Scheduling and Calendar Management:

• Coordinate and manage appointments, meetings, and events for executives.
• Update and maintain organizational calendars, ensuring accuracy and timely communication, within 24 hours.

- Communication and Correspondence:

• Draft and edit emails, memos, and other correspondence on behalf of the executives.
• Ensuring effective communication between the Clinical Director (CD) and various stakeholders.
• Answer and screen phone calls, taking messages or redirecting inquiries as necessary.
• Responding to emails, phone calls, and other forms of communication on behalf of the CD and other executive members.

- Document Preparation and Organization:

• Prepare and format documents, reports, and presentations for internal and external use.
• Organize and maintain physical and electronic filing systems for easy retrieval of information.
• Drafting and editing documents such as memos, reports, and presentations.
• Handling and organizing documents, reports, and other relevant materials.

- Travel Arrangements:

• Arrange and coordinate travel plans, including flights, accommodations, and transportation.
• Provide detailed itineraries and travel documents, ensuring executives are well-prepared for trips.

- Meeting Support:

• Assist in the preparation of meeting materials and agendas.
• Arranging and preparing for meetings, including creating agendas and taking minutes.
• Coordinating internal and external meetings for the Clinical Director.
• Attend meetings, take minutes, and distribute summaries or action items as needed.

- Training and Event Support:

• Assisting in organizing training sessions, workshops, and events.
• Coordinating logistics and ensuring materials are prepared.

- Office Management:

• Order and maintain office supplies, ensuring sufficient stock for daily operations.
• Coordinate with facilities management for office maintenance and repairs.

- Confidentiality and Compliance:

• Maintaining confidentiality of sensitive information.
• Ensuring compliance with relevant laws and regulations in ABA practices.

- Data Entry and Record Keeping:

• Enter and update information in databases or systems as required.
• Maintain accurate records of contacts, documents, and other relevant information.

- Administrative Support:

• Provide general administrative assistance to executives and team members.
• Handle routine tasks such as photocopying, scanning, and processing incoming/outgoing mail.

- Project Assistance:

• Providing support for special projects initiated by the Clinical Director.
• Assisting with research, data collection, and other project-related

Qualifications:

• High school diploma or equivalent required; associate's degree preferred
• Proven experience as an administrative assistant or in a similar role
• Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite
• Strong organizational skills with the ability to prioritize tasks effectively
• Excellent written and verbal communication skills
• Familiarity with QuickBooks is a plus
• Ability to maintain professionalism and confidentiality at all times
• Strong attention to detail and accuracy in work

This is an excellent opportunity for someone who is highly organized, detail-oriented, and enjoys providing administrative support in a fast-paced environment. If you meet the qualifications outlined above, we encourage you to apply for this position.

Job Type: Part-time

Pay: $15.00 - $19.00 per hour

Expected hours: 25 – 35 per week

Benefits:

• Flexible schedule
• Professional development assistance

Schedule:

• Monday to Friday
• Rotating weekends

Ability to Relocate:

• Dearborn, MI: Relocate before starting work (Required)

Work Location: In person