Lead Administrative Assistant Jobs

Overview

Come join a friendly and inclusive team that provides quality care! Community Healthlink (CHL) recognizes the power of a diverse community and seeks applications from individuals with varied experiences, perspectives, and backgrounds. Community Healthlink (CHL) is looking for a full-time (37.5 hrs/wk) Lead Administrative Assistan t at our Worcester site.

The Access Lead Administrative Assistant will support the newly designed Access Division as part of CHL's major change initiative towards transforming client access. This individual will work closely with Call Center Managers and Call Center staff to facilitate appointment follow-up, scheduling and other important tasks that support Access Managers, Access Staff and clients new to CHL. The individual will establish and maintain positive professional relationships across the team, division, and agency to improve communication, workflows, and client access to care. This position will serve the Call Center at all locations within CHL.

Responsibilities

• Complies with all health and safety regulations and requirements.
• Complete administrative intake with clients. Answer calls and emails. Completes referrals to specialists. Completes daily appointment reminder calls. Completes prior authorizations. Transfer and close cases in electronic medical record. Scan documents into the electronic medical record. May assist in producing reports, client and provider facing materials and other documents as requested.
• Acts as Lead over Call Center Specialists providing guidance, day to day direction and support.
• Program to list specialty responsibilities specific to their program within this classification. One responsibility per bullet.
• Attends variety of meetings, conferences, and trainings as required or directed.
• Manage the Call Center Director and Call Center Managers' daily calendar, including scheduling meetings, confirming appointments, preparing supporting documents for meetings, preparing itineraries, sending reminders, and arranging for transportation, vacation scheduling, etc.
• Enter and make changes to Access Managers and staff schedules. Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies. Attends all Call Center Managers meetings and takes notes/minutes. Participates in hiring of Call Center staff as necessary.
• Maintain records of Call Center workflows.
• Responsible for and coordinates and develops processes for Call Center Specialists regarding client follow-up appointments with Access Clinicians and Access Case Managers to ensure consistency across the division.
• Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients, and visitors.
• Demonstrates use of quality improvement in daily operations.
• Complies with established division and program policies, procedures, and objectives.

Qualifications

• Ability to use office equipment including copy machines, computers, printer, and telephones. Ability to organize complex tasks and meet deadlines. Ability to demonstrate professional communication and interpersonal skills with clients, co-workers, and staff.
• Minimum of 2 years' office experience required.
• Advanced computer skills including Outlook, Power Point, Excel, Kronos, etc.
• All candidates will be subject to a CORI review as outlined in the regulations set by the Massachusetts Executive Office of Health and Human Services. For more information, click here
• Ability to multitask.
• Minimum of a high school diploma/GED/HiSet required; Associates degree preferred.

Community Healthlink is an Affirmative Action/ Equal Opportunity Employer. We do not discriminate in employment and personnel practices on the basis of race, sex, gender identity, age, ancestry, disability, religion, national origin, marital status, sexual preference, political affiliation or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.

If applicable, Community Healthlink shall also abide by the requirements of 41 CFR 60-300.5(a) and 41 CFR 60-741.5(a). These regulations prohibit discrimination against qualified protected veterans and qualified individuals on the basis of disability. These regulations require affirmative action by Community Healthlink to employ and advance in employment qualified protected veterans and individuals with disabilities.