Administrative Assistant

Position Title: Administrative Assistant Supervisor: CEO Department: Compass Community Health Work Location: Location Supervises: Not Applicable Date Effective: 12/2024 JOB SUMMARY The Administrative Assistant is responsible for office management functions of the leadership team and the coordinator and implementation of project management responsibilities with the senior leadership team. ESSENTIAL FUNCTIONS Essential functions are duties, which are essential or primary to the position or the reason the position exists. An individual must be able to perform the essential functions of the position with or without reasonable accommodation. Provides advanced administrative and secretarial support to the senior leadership team. Undertakes project management responsibilities with coordination and leadership of special projects as assigned by the CEO and senior leadership team. Assists CEO in maintaining and administering accurate and up-to-date policies and procedures, protocols in accordance with Organization, state, and federal regulations. Positively represents the department/agency through appropriate interaction, personal appearance, and attitude. Participates in cohorts with state/federal association as requested by the CEO and senior leadership team. Maintains knowledge of all workflows to assist in onboarding and training new employees. Assists in ordering and maintaining supplies with the approval of the CEO. Schedules meetings, answers phones and coordinates committee meetings, prepares agendas/presentations, takes notes at meetings, and prepares meeting minutes. Resolves administrative problems by analyzing information and identifying and communicating solutions. Accomplishes department and organization mission by completing related tasks and projects as needed. Coordinate project management activities, resources, equipment, and information. Act as the point of contact and communicate project status to all participants. Create and maintain comprehensive project documentation, plans, and reports. SECONDARY FUNCTIONS Secondary functions are duties, which are not exclusive of the position, can be performed by other positions; however, secondary duties are to be performed for the efficiency of Compass Community Health. Assists with office tasks as needed. Performs any other duties as assigned by the CEO. Establish and maintain effective working relationships with diverse individuals including patients, family members, and other providers. Explain to stakeholders the roles and responsibilities of each team member and how they work together to provide services. Remain fluent in terminology pertaining to a healthcare/FQHC setting. Respect and respond to the leadership displayed by the CEO and senior leadership team. In the absence of the CEO, works with person(s) in charge and using knowledge of the typical office workflow, refers matters to appropriate area for attention. Foster and value diversity in terms of the composition of the team members in all roles. Establish and pursue individual and team-based improvement goals. Screen patients using SBIRT tool. Conduct brief, evidence based and developmentally sensitive screens for risky, harmful, or dependent use of substances, including alcohol, illicit drugs, and prescription medications, and appropriateness for agonist, antagonist, and anti-craving medications. Screen patients using PRAPARE tool. Assess social determinants of health identifying factors that impact patient's ability to successfully follow a care plan or attend medical appointments. Coordinates all external and internal referrals to the behavioral/mental health providers identifying needs requiring additional support for BH/MH care. COMPETENCIES Knowledge/skill regarding health care/FQHC practices. Ability in the area of effective communication and interpersonal skills with public and co-workers. Demonstrates appropriate understanding of working with confidential material and situations. Ability to understand and assimilate new information quickly. Ability to accurately complete reports, gather statistics, and transfer data. MINIMUM OUALIFICATIONS, INCLUDING TRAINING AND EXPERIENCE Prior experience working in family health care/FQHC environment preferred. Associate degree in administrative assistance, business technology, or a related field. Five (5) years of progressively responsible work experience in advanced administrative assistant and/or executive secretarial capacity.