Administrative Assistant

Description

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Oceans Healthcare will expand behavioral health services in Jackson. Oceans Healthcare of Jackson, a 77-bed facility will expand inpatient capacity for adult and senior behavioral health patients and add new services, including an intensive outpatient program. The freestanding hospital will be located on the St. Dominic's campus.

The Administrative Assistant will play a key role in ensuring smooth day-to-day operations by handling administrative tasks for the hospital administrator and leadership team, assisting with human resources with administrative functions, supporting leadership through accurate meeting minute documentation and meeting coordination, and serving as a financial counselor by assisting patients with understanding their financial options, payment plans, and insurance processes.

Under the supervision of the Administrator, the Administrative Assistant functions as a support person in the coordination and organization of administrative processes in a high-quality, efficient, and cost-effective manner. Demonstrates age specific and cultural sensitivity towards internal and external customers. This position is distinguished from other administrative support classes in that the position provides highly sensitive support to the Administrator. All duties to be done in accordance with Joint Commission, Federal and State regulations, Oceans Behavioral Mission, policies and procedures and Performance Improvement Standard.

Essential Functions :

• Performs a wide variety of executive secretarial and administrative duties as required for daily operation of facility. Including but not limited to : Administrative Support : Manage scheduling, correspondence, and office organization. Prepare and distribute reports, forms, and internal communications. Manage and compile expense reports Ordering and maintaining office supplies Meeting Coordination : Schedule meetings and prepare agendas and meeting materials. Accurately record and transcribe meeting minutes. Human Resources Assistance : Support onboarding processes for new hires. Maintain personnel records and assist with compliance documentation. Help coordinate staff training and development activities.
• Acts as the Financial Counselor for patients. Conducts individual financial meetings with all patients and / or patient family members to review insurance benefits, complete and submit Medicaid applications, collect payments, set up payment plans or offer financial hardship applications to qualified patients. Communicates with other revenue cycle staff members, Utilization Review / Case Management, and site leadership to ensure timely and accurate claims information is provided for payments. Facilitates communications between the Administrator and key management personnel of the organization. Research and analyze routine administrative projects for the Administrator. Provides follow-up to assignments given to Leadership staff by the Administrator. Performs specialized and complex office administrative work requiring the use of independent judgment. Completes assignments accurately, in a timely manner and within procedural guidelines. Organizes own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction. Clearly and concisely, documents pertinent follow up activity upon completion of each occurrence in patient accounting system for their assigned hospital.

Requirements

Heavy, high paced work load requires high energy and excellent organization, time management, and analytical skills. Subject to many interruptions. Occasional pressure due to multiple calls and inquiries. Can be high paced and stressful; must be able to cope mentally and physically to atmosphere. Work requires spending approximately 90% or more of the time inside a building that offers protection from weather conditions but not necessarily from temperature changes. Must be able to work tactfully and cooperatively with a variety of internal and external customers. Must successfully complete CPR certification and an Oceans approved behavioral health de-escalation program.