Job Title: Administrative Assistant
Reports To: Adolescent Program Manager

Imagine by Northpoint is a growing organization dedicated to helping adolescents and their family members in crisis, suffering from mental health disorders, substance abuse, and unresolved trauma. Imagine provides a unique setting that provides affordable and effective treatment. Organizational values include humility, heart, inspiration, and conviction. It is our commitment to remain passionate about helping our clients and their families. We aim to be the leader in fighting addiction, helping families heal, and educating our community about the disorders we treat. In short, our mission is to save lives, restore relationships, and show them respect and empathy in the process.

POSITION SUMMARY: As a key member of the Imagine team, the Administrative Assistant is responsible for handling patient-facing duties as well as general office management tasks. This person will ensure the proper reception of all patients, clients, and visitors into the facility and greet all incoming patients, visitors, and staff with a friendly, smiling face and a helping hand. The Administrative Assistant will work closely with the expanded team to ensure facility day to day operations are running appropriately. The ideal candidate has excellent communication and multitasking skills, problem solving skills, a positive attitude, and a strong work ethic.

ESSENTIAL RESPONSIBILITIES AND DUTIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

• Coordinate office management schedules, coverage, and team needs
• Client and staff Telehealth liaison
• Responsible for the completion and collection of all necessary intake paperwork and documentation
• Track patient information and statistics in support of The Joint Commission requirements
• Assist Lead Counselor in developing data tracking processes and trainings needed to improve the team
• Track facility maintenance needs
• Complete inventory ordering for designated facility
• Schedule and complete fire drills, egress testing, safety committee meetings, infection control meetings
• Responsible for environmental cleanliness, organization, and presentation
• Reception duties; scheduling of clients, answering telephone, customer service needs, follow up calls, track attendance, send out appointment reminder alerts, assist in medicaid transportation, process incoming mail
• Coordinate client UA results with multidisciplinary team
• Maintain lobby environment to promote warm and welcoming surroundings, including seasonal décor
• Ensure a safe and secure lobby environment for employees, clients, guardians, and visitors
• Facilitate client arrival and departure from programming
• Schedule, organize, and manage Joint Commission and facility compliance needs
• Screen and monitor visitors and connect them with the appropriate staff member
• Display initiative by identifying problems and making recommendations to solve them
• Answer inquiries and obtain information for general public, clients, visitors and staff in an expedient, professional and courteous manner
• Manage and provide training to incoming and current reception and clinical staff for front desk duties
• Liaise with facility vendors including cleaning, maintenance, and transportation services
• Organize, maintain, and create client orientation packets
• Work collaboratively with management positions in creating and identifying efficiencies within the facility
• Plan in-house activities such as parties, celebrations and trainings
• Adhere to all company policies and procedures
• Maintain confidentiality in accordance with established policies and procedures and standards of care
• Other clinically appropriate services and special projects as assigned

QUALIFICATIONS/REQUIREMENTS FOR POSITION:

• Must be at least 21 years of age
• Excellent communication skills, telephone and office etiquette
• Knowledge of Microsoft Office Suite, data entry software and other office related computer software
• Excellent time management skills
• Ability to perform duties with minimal supervision

PREFERRED KNOWLEDGE AND SKILLS:

• Excellent organizational abilities
• Excellent written and oral communication skills
• Attention to detail and accuracy
• Client service oriented (both internal and external)
• Creative and persistent problem solver
• Able to handle confidential material in a reliable manner
• Ability to interact and communicate with individuals at all levels of organization
• Strong interpersonal skills to handle sensitive situations and confidential information
• Ability to multi-task and prioritize workload in a fast-paced environment
• Proficiency with Microsoft Office Suite

REQUIRED CERTIFICATES/LICENSES/REGISTRATIONS:

• Must maintain current nationally accredited CPR/First Aid/AED certification
• Must have a valid driver’s license and safe driving record

SUPERVISORY RESPONSIBILITIES:

• None

PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Exposure to disturbed and potentially aggressive clients is possible. Stress ranges from low to intense depending on the situation.
• Indoor office environment
• Use of a mouse and keyboard
• Must be able to safely operate a vehicle

CONDITIONS OF EMPLOYMENT:

• Completion of a tuberculin screening during first week of employment
• Completion of a pre-employment drug screening, post-accident and upon reasonable suspicion of use
• Completion of orientation and required paperwork prior to reporting to work, including acknowledgment of all Company policies
• Demonstrated computer literacy
• Completion of CPR/First Aid Training within first 90 days of employment
• Attendance at all mandatory staff development and training
• Completion of background and reference checks
• Must be fully vaccinated for COVID-19
• Completion of Motor Vehicle Records check

This job description is not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with this job. It is meant to be an accurate reflection of the principal job elements essential for making fair pay decisions about jobs.

Employees with potential access to protected health information must comply with all procedures and guidelines governed by HIPAA.

Imagine by Northpoint is an Equal Opportunity Employer. Imagine by Northpoint is an At-Will employer. Employment may be terminated at any time by employee, or employer with or without notice.

Job Type: Full-time

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