Behavioral Health Administrative Assistant

Job Title: Behavioral Health Administrative Assistant

Job Summary:

Responsible for managing the day-to-day operations of the department, including scheduling appointments, managing paperwork, and communicating with staff, school professionals and Confident Young Minds leadership teams.

Requirements:

• High school diploma or equivalent; associate's degree or higher preferred.
• At least 2 years of experience in a medical or behavioral health setting preferred.
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level (specifically, Proficient in Microsoft Office).
• Excellent communication and interpersonal skills.
• Strong attention to detail and organizational skills.
• Ability to maintain confidentiality and comply with HIPAA regulations.
• Empathetic and compassionate attitude towards clients seeking behavioral health services.
• Excellent time management skills - the ability to coordinate multiple responsibilities, meet deadlines and prioritize your work load appropriately.
• Ability to accept constructive criticism.
• Ability to work under stress.

Responsibilities:

• Perform secretarial and administrative duties for the department such as, but not limited to; filing, photocopying, taking and distributing meeting minutes, scheduling appointments with internal and external parties, provide back-up to other department admins, and order supplies.
• Act as the point of contact for internal and external clients.
• Track and organize program schedules and manage the executive’s calendar.
• Organize rosters and ensure required paperwork and information is properly distributed and collected for required reporting.
• Manage electronic and paper records, including entering client information into program systems, running reports and creating presentations for data outcomes.
• Answer and direct phone calls and emails.
• Assist with billing and reimbursement processes as needed.
• Ensure that the program sites are stocked with necessary supplies.
• Coordinate with other program professionals to consistently gather and maintain data regarding student plan and outcomes.
• Ensure that the program sites are clean and well organized.
• Maintain confidentiality of all children and student information and maintain compliance with HIPAA regulations.
• Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
• Make travel reservations (e.g. hotels, flights, trips, car rentals, etc) when required.
• Register for events as needed.
• Prepare for department events including room reservation, electronic and non-electronic needs and catering.
• Observe best business practices and etiquette.
• Uphold all policies and procedures and expectations in performing their job.
• Identifies and orders needed office supplies.
• Other duties as assigned; this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities.