Administrative Assistant II, Outpatient Services

General Summary:

Under the direction of the clinical care division director); the Administrative Assistant II provides administrative support to the Clinical Care Services Division by assisting the assigned departments with coordinating office activities, project management, and performing clerical assignments in support of ongoing operations.

Essential Functions:

• Assists with project management activities as needed to ensure success of the programs, including data collection and entry,
• Assists customers (internal and external) with general questions about programs by answering department phone calls and emails.
• Schedules meetings for the Clinical Care Division Teams, including room reservations, agenda development and distribution, sending notification to meeting participants, and taking minutes, as required.
• Provides general clerical support to the department; files papers and documents; responsible for mail distribution for the department.
• Composes and types letters, memoranda, reports, agendas, minutes of meetings, technical data, numerical data, charts, and forms
• Calendar management of departmental Leadership: Schedule various meetings, trainings, and appointments for staff including but not limited to making room reservations, managing room layout and equipment needs, developing and distributing agendas, notifying meeting participants, taking minutes, and meeting follow up activities.
• Coordinates the purchase order (PO) workflow process within the organization for the purchasing of goods and services by purchase requisition as per LifeWays policy.
• Facilitates the submission of department's related documents for Board action items, Provider Newsletter, Quality Improvement Packets, and All-Staff Meeting reports.
• Processes mail: receive, log, and distribute to appropriate person(s).
• In compliance with Health Insurance Portability and Accountability Act (HIPAA), sends consumer/consumer related correspondence as assigned.
• Manages data entry of shift schedules as assigned in both internal and external platforms (MiCAL).
• Assists supervisors in tracking budget expenses, facilitating ordering and tracking, managing requisitions, etc.
• Manages registrations and travel arrangements for conferences and other professional development or meeting activities to include but not limited to registration, travel, lodging, per diems, etc., including submission of Board approval items for out-of-state travel.
• Enters help desk tickets in a variety of platforms (IT, LEO, Facilities, etc.)
• Develops and maintains files in an organized fashion.
• Maintains contact lists and assists in answering or directing communication.
• Maintains supplies inventory and submits orders for supplies, as appropriate.
• Responsible for adherence to all Commission on Accreditation of Rehabilitation Facilities (CARF) and Michigan Department of Health and Human Services (MDHHS) standards.

Required Education/Certification/Licensure:

• Associate degree in office technology and/or related field; or equivalent experience.
• Mental Health First Aid Training, upon hire.
• Must have reliable transportation.

Preferred Education/Certification/Licensure:

• Bachelor's degree in related field.
• MOS (Microsoft Office Specialist) certification or equivalent.
• CPR, AED, and First Aid Training.