Executive Assistant

Job Title: Executive Administrative Assistant

Location: Baltimore, MD

Hours: Part-Time, M/W/F 12pm-6pm, 18 hours per week

Pay: $20-$24/hour, dependent on experience

Type of Hire: Temp – no specified duration

Availability: ASAP

Our clients’ vision is to increase spiritual, emotional, and psychological well-being around the world through the power of meditation and mindfulness, CBT, and psychotherapy; while continually utilizing a myriad of holistic strategies that make us the first choice in physical, spiritual and psychological wellness.

Our clients’ mission is to provide quality holistic behavioral health services that our clients recommend to their family and friends, and physicians prefer for their patients.

Job Description:

Position is responsible for providing administrative and executive support to an assigned Departmental Chair and Executive Director. Prepares, revises, and maintains confidential and complex statistical and management reports. Screens visitors, often referring to established facility policies in answering inquiries, or referring visitors to appropriate sources. This is an in- person position.

·       Maintain calendar and appointment schedule for various executive staff. Schedule meetings, appointments, often on own discretion and without prior clearance.

·       Composes, transcribes, proofreads departmental correspondence, reports, etc. from all levels within the institution in a timely manner.

·       Makes travel arrangements (meeting registration, transportation, accommodation) as requested

·       Inputs payroll and processes reimbursements for assigned providers

·       Inputs outpatient provider clinic templates into ICANOTES

·       Supports provider credentialing process and onboarding

·       Regularly interacts with all levels of executive and support staff internally.

·       Contacts executive of external hospital/agencies as needed in transmitting or obtaining information.

·       Screens and prioritizes incoming correspondence, phone calls and visitors. Assumes responsibility for expediting requests/inquiries that do not require an executive reply. Refers inquiries to various levels of executive staff as appropriate. Also coordinates all outgoing mail.

·       Answers telephone within three rings in a courteous manner, identifying department and distributes messages in a timely and accurate manner (including name of caller, message, caller’s phone number, date and time of call).

·       Maintains records of overall organization reports including, but not limited to, census reports, personnel overtime accounts, and organizational changes, policy and procedures, performance measures.

·       May attend meetings, conferences, taking minutes and transcribing notes. Takes responsibility for overall coordination or recurring meetings, special department programs/services by engaging in such duties such as: ensuring established support staff deadlines are met, contacting participants, preparing necessary materials, etc. Serves as liaison with internal departments and external organizations performing associated activities.

·       Performs ad hoc assignments and produces non-routine reports by appropriate target date.

·       Coordinates duplication and collection of materials on a regular basis, filing master copies appropriately, within a reasonable time frame. Tracks and records statistical data related to departmental activity as requested and reviewed by executive staff.

·       Meets and greets patients on arrival; Maintains patient accounts by collecting and updating personal and financial information; Collects all co-payments and balances at time of service.

·       Proficient use of the E.H.R. system as it relates to the Front Office.

·       Answer and screen telephone calls in a professional manner.

·       Ability to effectively communicate with patients; Assists with managing the appointment schedule and provides updates to the provider or patient regarding possible delays.

·       Assists with any inquires when patients arrive without an appointment (i.e. form inquires, prescription request or medical record request.)

·       Generate excuse notes for patients; Scans documents for patients E.M.R and task documents to appropriate provider.

·       Carries out any administrative task assigned by Practice Manager or Provider.

·       Participates in department meetings and daily huddles.

·       Follows HIPAA guidelines in maintaining patient confidentiality and Code of Conduct Policy.'

·       Provide excellent customer service to ensure efficiency and patient satisfaction during the appointment

Required Knowledge, Skills, and Abilities:

·       Work requires the analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.

·       Work requires communication skills in order to effectively deal with conflicting views or issues and mediate fair solutions, or well-developed writing skills.

·       AA Degree minimum, BA or BS preferred with relevant experience.

·       No certification, registration, or licensure required.

·       Ability to perform general office duties such as retrieve messages from voicemail; follow processes to route messages to appropriate dept; Maintains fax server,

Required Physical, Mental, and Visual Abilities:

·       Reaching and grasping objects.

·       Using a keyboard to interact with computer system.

·       Proofreading and/or reviewing documents.

Working Conditions:

·       Work is generally performed in an office or clinical environment in which there is only minimal exposure to unpleasant or hazardous working conditions.

Level One Personnel is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.