Reporting to the Executive Office Manager, performs highly responsible, confidential, and complex administrative assignments for the Executive Team. Exercises independent judgment understanding the requirement for flexibility and accommodates shifting priorities while representing, planning, managing and coordinating the organization’s priorities, views and interests. Represents the Center to the public, staff and communicates in a professional manner at all times.

DUTIES AND RESPONSIBILITIES:

1. Maintains the Center’s contract files and contract database. Tracks contracts through the approval process. Monitors for contract renewals, notifying responsible staff and providing them with contract recommendation forms. Generates a 90-day contract expiration report monthly for the Executive Office Manager.

2. Manages the flow of internal and external mail. Receives, opens, screens, and routes incoming mail maintaining security throughout the process. Prepares outgoing mail for pick-up on a daily basis. Maintains a log for checks received by mail. Screen visitors, mail, and telephone calls.

3. Maintains the license certification/permits database ensuring the Center Executive Team is informed of renewals by generating reports on a monthly basis.

4. Supports the Executive Office Manager with the preparation of correspondence, reports, manuals, forms, and other documents as requested. Prior to final approval, proofread all documents for grammatical and/or punctuation errors. Assist Executive Office Manager with the Board of Directors meetings.

5. Coordinates Executive calendars; schedules and maintains meetings and appointments. Prepares conference registrations, meeting minutes and coordinates travel arrangements.

6. Serves as staff support for the corporate office to include answering administrative calls, maintaining staff work room, ordering administrative supplies.

7. Maintains corporate database, ensuring that electronic files are up to date and properly filed and archived according to procedure.

8. Provides excellent internal/external customer service via telephone, fax or face-to-face.

9. Monitor the accuracy and currency of record keeping including provider staff on-call schedule, continuing education credits, provider phone roster, chart audit logs, and pertinent clinical related protocols.

10. Serves as staff support by maintaining and tracking the organization’s policy and procedures through the approval process. Provides accurate pertinent information regarding rules, regulations, and policies.

11. Performs other related duties as assigned.

JOB QUALIFICATIONS:

High school diploma or equivalent

Minimum 2 years’ experience in an administrative support position

Typing of at least 55 wpm

Proficient with Microsoft Office Word, Excel and PowerPoint

Excellent oral and written communication skills

Ability to maintain confidentiality in all matters

Ability to maintain professionalism when dealing with employees and visitors of the Center

Ability to drive to sites and/or events and seminars and travel outside of area as needed

Scheduled hours and/or work locations are subject to change

PHYSICAL ACTIVITIES AND REQUIREMENTS:

Finger Dexterity: Using fingers to make small movements such as typing or picking up small objects.

Talking: Frequently conveying detailed or important instructions or ideas accurately, clearly, or quickly.

Hearing: Able to hear average or normal conversations and receive ordinary information.

Repetitive Motions: Frequently and regularly using the wrists, hands, and fingers.

Visual: Average, ordinary, visual acuity necessary to prepare or inspect documents or other materials.

Physical: Sedentary work; sitting most of the time. May have to lift folders, files, papers, audio/video equipment, and other such items weighing up to approximately 25 lbs.

Education

• High School/GED or better in General Business