Administrative Assistant - Behavioral Health Admin

Position Summary

Provides administrative support to the TrilliumPlace COO and CFO and the TrilliumPlace Finance team.

Qualifications

EXPERIENCE REQUIREMENTS

1-3 years of experience in/with administrative background, including the demonstration of effective human relations and communication skills. And Must have typing and computer skills, be detail oriented and the ability to work with a wide variety of people.

Additional Requirements

• Work may occasionally require travel to other Carle Health facilities/hospitals.
• Use of usual and customary equipment used to perform essential functions of the position.
• Required to drive your own vehicle for business purposes.

Skills And Knowledge

Required English Skills Basic reading skills Basic writing skills Basic oral skills Communication Skills Ability to respond appropriately to customer/co-worker Interaction with a wide variety of people Maintain confidential information Ability to communicate only the facts to recipients or to decline to reveal information Ability to project a professional, friendly, helpful demeanor Computer Skills Basic computer knowledge: Uses word processing, spreadsheet, e-mail application, and web browser. Comfortable within a Windows OS and learning new applications. MS Office Apps Web Browser MS Word MS PowerPoint. MS Excel.

Essential Functions

• Responsible for monitoring and maintaining CFO and COO's calendars. Reviews calendars and updates as necessary Accepts and creates calendar appointments
• Manages Administration office supplies, documents, and files to assure minimal interruptions to daily operations of TrilliumPlace Administration. Orders and maintains ongoing office and computer supplies and follow up on all requisitions in a timely manner. Maintains grant documents and follows up on all pending requests in a timely manner. Executes all purchase requisitions for the department. Distributes inventory and organize departmental supply area to ensure that all inventory is kept at an appropriate level. Serves as key operator for department's copy and fax machines. Responsible for overseeing the office supply needs.
• Supports TrilliumPlace COO, CFO and Finance in daily operations. Supports the TrilliumPlace COO, CFO, and Finance Department in daily operations Performs administrative duties which include preparing and typing letters, memos, forms, charts, grant reports, and presentations. Organizes and completes assignments independently, efficiently, and in a timely manner. Work is completed accurately with little intervention and little time is spent reworking to correct grammar punctuation errors. Maintains complete, easy to retrieve files with information that is readily accessible (electronically and on paper). Demonstrates initiative in organizing and prioritizing tasks, making for smooth work flow and positive, successful outcomes. Meets urgent deadlines successfully. Multi-tasks and works under pressure with many interruptions but is able to complete projects or work tasks successfully. Demonstrates resourcefulness in resolving issues or inquires. Does so in an independent manner. Proactively anticipates needs, both defined and undefined, as evidenced by customer compliments, enhanced or newly developed processes that improve work flow and effective communication. Demonstrates a well-developed ability to effectively communicate with a wide range of people. Demonstrates the ability to adapt to changing priorities and work with tight turnaround times. Assists the areas in preparing for Joint Commission, State and Other Reviews. Arranges audio and video teleconferences, which includes registering, scheduling of room, and notifying participants. Ensures all needed materials for presentation arrive and are copied before the teleconference. Ensures connectivity to teleconference before it begins. Coordinates meetings in an effective and efficient manner and types and distributes agendas and minutes to meeting participants. - Schedules times and locations; ensures needed equipment, etc. is scheduled and available - Takes minutes at meetings as assigned.
• Performs a wide variety of administrative duties for TrilliumPlace Administration in an efficient and timely manner. Provides administrative support for TrilliumPlace Administration. Serves as receptionist for all visitors to the department. Oversees the periodic TrilliumPlace Directors meeting agendas. Maintains posted communication for all staff. Responsible for the recording and maintenance of all staff attendance and meeting minutes for the department. Maintains posted communication for all staff. Submits policies to Director for approval, make copies and updates manuals with new policies; updates manual's indices. Responsible for maintaining all components of the department policy manual including the following activates, typing, filling, approval, and the electronic and hard copy retrieval and archiving.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. | For more information: [email protected].

Effective September 20, 2021, the COVID 19 vaccine is required for all new Carle Health team members. Requests for medical or religious exemption will be permitted.