Administrative Assistant, Outpatient Behavioral Health

The  Broadlawns Medical Center campus includes an acute care hospital, primary and specialty care clinics, urgent care and emergency services, lab, radiology, dentistry, inpatient and outpatient mental health, crisis team, and community-based behavioral support services. Broadlawns accepts all forms of insurance and its approach to healthcare and quality outcomes earned a Level 3 rating from the National Committee for Quality Assurance, the highest achievable status for a medical delivery model.
We are a safety net hospital and our Patients are our  North Star ! With a dedicated staff of over 100 physicians and 1,600 employees,  Broadlawns Medical Center  ensures that our community has access to high quality healthcare that is coordinated, compassionate and cost-effective. We provide our employees a  top-rated benefits package, supportive work culture , and  more ! 
Administrative Assistant, Outpatient Behavioral Health Under the supervision of the Assistant Vice President of Behavioral Health, Behavioral Health Manager, and Inpatient and Outpatient Behavioral Health Section Chiefs, performs clerical support function for the Section Chief of OBH and AVP of Behavioral Health.  Assumes responsibility for special projects and delegated functions.  Works with sensitive, highly confidential information in accordance with regulatory requirements and patient rights.  Supports the Section Chiefs in provider scheduling, coordination of time off and call rotation, coordination of in-service training sessions and compiling and displaying statistical information.  Provides back-up to specific Point of Service (POS) assignments.  Assists members of the BH leadership with projects and clerical support.  This position has no supervisory responsibility.
CHARACTERISTIC DUTIES Develops, manages and monitors provider vacation schedules, provider on-call schedules, and attendance reports.  Compiles and assembles presentation of data on provider activity monthly. Develops and distributes daily and weekly OBH schedules, and amend as needed with call-in absences. Cross-trains for other Point of Service functions as needed.  Distributes interoffice mail daily. Organizes, files, schedules appointments, makes and fields phone calls and other communications, and establishes work flow systems as determined necessary by the BH Administrator. Schedules and coordinates meetings and conference rooms as requested.  Prepares agendas, supporting documents, minutes, post-meeting action plans and makes all arrangements for meetings as required.  Prepares, types and distributes meeting agendas and minutes as assigned. Creates and maintains statistical information, graphs and presentations related to service standards, staffing reports as indicated by the service line goals and needs of the Section Chief and Administrator. Develops initial drafts of basic correspondence, agendas and other documents.  Edits and enhances service line written communications for clarity and accuracy. Keeps correspondence and reports available either physically or electronically for reference and efficient operation of the office (including stipend usage for providers/therapists/psychologists/NWC; and tracking on-call pay for IBH and PUC/COC). Assists other BH leadership and staff as requested with development of documents, reports and projects. Coordinates and facilitates any physical office requests/issues between Plant Ops, IT, ES, and IBH/OBH staff. Creates orientation schedules for all new employees. Inputs Kronos information for BH staff as assigned. Maintains own Bankers Trust P-card account. Orders and maintains office supplies. Proctors medical students as needed. Attends staff meetings and other in-service training programs. Maintains tracking of stipend accounts for all BH staff. Performs back-up duties for nursing manager as needed. Performs other related duties as assigned. Schedule  Generally Monday-Friday, Days.
Qualifications  Two years of post-secondary education in secretarial science or a related business field or an equivalent work experience leading to knowledge of accepted office organization, mathematical, clerical and communication practices. Three years of relevant administrative/secretarial experience. Proficiency with PC applications including Microsoft Word, Excel, Access, Power Point, Outlook and Internet Explorer.  Willing to learn and become proficient in other PC applications with training provided by BMC. Demonstrated ability to communicate effectively both orally and in writing.  If not familiar with medical terminology, willing to accept training provided by BMC. Benefits (FT/PT)  Retirement - IPERS  Education Assistance  Employee Health & Wellness  PTO  Free Parking Health Insurance  Supplemental Insurance 529 College Savings Plan  And more!  Broadlawns Medical Center is an Equal Opportunity Employer Read Carefully: This application shall remain active for 90 days. After 90 days, if you are still interested in employment at Broadlawns Medical Center, you must fill out a new application.
I hereby certify that the information given by me in this application is true and correct to the best of my knowledge. I understand and agree that any false information, misrepresentation or omission of facts in this application and the application process may be justification for refusal to hire, or immediate termination of employment without recourse. I further understand and agree that all information furnished in this application and the application process may be verified by BMC. I further understand and agree BMC may complete a full reference and background screening of me.
I authorize all employers, schools, persons and organizations, having relevant information and knowledge of my employment, work habits, character and any criminal or other relevant record, to provide it to Broadlawns Medical Center or its duly authorized representative for its use in deciding whether or not to offer me employment and specifically waive any required written notification. I hereby release such employers, schools, persons, organizations and Broadlawns Medical Center from all liability for any claims or damage which may result.
I further understand that nothing contained in this employment application or in the granting of an interview is intended to create an employment contract between Broadlawns Medical Center and me for either employment or for the providing of any benefit. If an employment relationship is established, I agree to comply with the rules and regulations of Broadlawns Medical Center and further understand and agree that my employment and compensation can be terminated at any time, with or without cause or notice, at the option of either Broadlawns Medical Center or me.
Further, if offered a position with Broadlawns Medical Center, I also agree to submit to a medical history and physical examination, which includes drug testing, provided by Broadlawns Medical Center and understand that my appointment is conditional on satisfactorily passing the examination prior to being placed on the job. I understand that I will be responsible for providing BMC proof of MMR (Measles, Mumps, rubella) immunity and/or immunization records at my expense prior to beginning my employment.
BMC seeks to provide a healthy, comfortable, and productive work and health care environment. In the event I am hired as an employee of BMC, I acknowledge and agree to abide by the BMC's "Tobacco Free Environment" Policy. I understand that smoking or any tobacco use is strictly prohibited anywhere on the BMC campuses or vehicles.
IMMIGRATION REFORM AND CONTROL ACT OF 1986:
To comply with the Immigration Reform and Control Act of 1986, if you are hired, you will be required to provide documents to establish your identity and your authorization to be employed in the United States. Such documents will be required within the first three (3) business days following your hire, or upon your first work day if your employment period will be less than three (3) days.
A PHOTOCOPY OF THIS ASSIGNMENT IS TO BE CONSIDERED AS VALID AS THE ORIGINAL.
In signing this form, I certify that I understand all the questions and statements in this application.