Administrative Assistant- MAT

SUMMARY

Performs general administrative office assignments, medical record keeping, and functions as a communications link to and within the health care unit as appropriate.

RESPONSIBILITIES AND DUTIES

• Processes correspondence in a timely and systematic manner
  • Receives notes and routes correspondence to the Administrator and other personnel within and outside the healthcare unit as appropriate 
  • Prepares and distributes out-going correspondence as directed
  • Distribute meeting minutes and action item lists to committee members and other personnel as required
• Accurately  compiles and prepares reports
  • Prepares payroll for exempt, non-exempt, and contracted employees as appropriate
  • Prepares clinical and operational reports for the Administrator and Medical Director
  • Records and transcribes minutes for committee meetings, as well as for other meetings, and prepares action item lists
  • Compiles projects and reports from other healthcare staff as assigned by the Administrator
• Classifies and files all documents to be maintained in the office in a retrievable system  
• Schedules meetings, appointments, and work assignments to meet or exceed deadlines
  • Notifies attendees
  • Schedules contract physician hours as requested by the Medical Director
  • Prepares the calendar to reflect scheduled events as necessary 
• Communicates effectively and demonstrates respect, concern, and courtesy in all interpersonal communications
  • Protects confidentiality of information in written and verbal communications
  • Facilitates communication between the Administrator and other healthcare personnel by providing information concerning procedures, reports, directives, and instructions in an accurate, concise, and timely manner
  • Interacts with correctional staff positively and cooperatively
• Maintains skills and continues professional development to enhance the operations and image of the organization
  • Attends in-service and continuing education to obtain and maintain skills as appropriate
  • Supports the change process to improve the organization and the healthcare unit
  • Accepts assignments and extra duties with flexibility and willingness to participate in activities that help the health care unit meet its goal
• Adheres to personnel policies to enhance the operation of the healthcare unit
  • Adheres to the attendance policy
  • Reports to work at the designated time
  • Adheres to security policies including PREA requirements

Required Qualifications

Education & Experience

• High school diploma or equivalent required
• Ability to type a minimum of 60 words per minute
• Familiarity with dictation, transcription, and copying equipment
• Ability to successfully pass all required background and security screenings

Essential Duties and Responsibilities

Correspondence & Office Administration

• Process incoming and outgoing correspondence in a timely and organized manner
• Receive, route, and distribute communications to the Administrator, Medical Director, and internal or external stakeholders as appropriate
• Prepare letters, memoranda, reports, and other written materials as directed
• Distribute meeting minutes and action item lists to committees and staff

Reporting & Documentation

• Accurately compile, prepare, and maintain clinical, operational, and administrative reports
• Prepare payroll documentation for exempt, non-exempt, and contracted employees as required
• Record, transcribe, and distribute minutes for committee and departmental meetings
• Compile projects and reports submitted by healthcare staff at the direction of the Administrator
• Organize, classify, and file all office documents using a consistent and retrievable filing system

Scheduling & Coordination

• Coordinate and schedule meetings, appointments, and work assignments to meet or exceed deadlines
• Notify all required attendees of scheduled events in a timely manner
• Schedule contracted physician hours as requested by the Medical Director
• Maintain and update departmental calendars to reflect current and upcoming activities

Communication & Interpersonal Effectiveness

• Communicate clearly, professionally, and respectfully with all staff
• Maintain confidentiality in all written and verbal communications
• Facilitate effective communication between the Administrator and healthcare staff by accurately conveying procedures, directives, and instructions
• Interact positively and cooperatively with correctional staff and facility personnel

Professional Development & Organizational Support

• Participate in required in-service training and continuing education
• Maintain and enhance administrative and technical skills to support healthcare unit operations
• Support organizational and departmental change initiatives
• Demonstrate flexibility by accepting additional assignments and duties as needed to support unit goals

Compliance & Policy Adherence

• Adhere to all personnel, attendance, security, and PREA policies
• Report to work as scheduled and maintain dependable attendance
• Follow all facility and organizational procedures to support safe and effective operations

Core Competencies

• Professionalism and discretion
• Strong organizational and time-management skills
• Attention to detail and accuracy
• Effective communication and collaboration
• Adaptability in a secure healthcare environment

Organizational Expectations

• Provides a positive and professional representation of CFG Health Systems, LLC.
• Promotes a culture of safety for patients and employees through proper identification, reporting, documentation, and prevention
• Maintains competency and knowledge of current standards of practice, trends, and developments in related scope of job role or practice
• Adheres to infection control policies and protocols, medication administration and storage procedures, and controlled substance regulations
• Participate in ongoing quality improvement activities
• Completes required orientation as directed by the facility
• Follows facility and OSHA safety rules and procedures while on assignment
• Follows facility and CFG Health Systems Occurrence Protocol
• Upholds HIPAA and PREA regulations
• Punctual and dependable for assigned/confirmed shifts
• Maintains security clearance for the assigned facility

Physical Demands   

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made upon written request to your supervisor for individuals with disabilities to perform the essential responsibilities functions. 

• May regularly be required to stand, sit, walk, reach, bend, kneel, crouch, or stretch, for prolonged periods of time.  
• Ability to communicate and understand written and verbal communication.  
• The employee must be able to lift and/or move up to 50 pounds.