Administrative Assistant

Pasadena Villa Outpatient Part-time Administrative Assistant

At Pasadena Villa Outpatient, we are a dynamic, dedicated, and growing team of professionals deeply passionate about providing evidence-based and personalized clinical care for behavioral health conditions. Our foundation is client centered care and clinical excellence through our five-star service commitment Respect, Accountability, Integrity, Flexibility, and Collaboration. We are committed to our team and our team is committed to our clients.

We are seeking a Part-time Administrative Assistant to support our evening IOP Program in Nashville, TN. Work hours on Monday, Tuesday, and Thursday from 4 : 30pm - 8 : 30pm.

The Administrative Assistant assists the Executive Director and Office Coordinator with day-to-day operations of a specialized Intensive Outpatient and Partial Hospitalization behavioral healthcare practice. The Administrative Assistant is primarily responsible for client relationship management, client payment collections, medical records management and quality assurance, facility management, admission and intake, and other daily tasks.

Relationships and Contacts

Within the organization : Initiates and maintains frequent and close working relationships with local and regional team members throughout the organization.

Outside the organization : Initiates and maintains strong professional relationships with clients, families, clinical providers, referral partners, and vendors, as needed.

Essential Responsibilities

• Works closely with designated Office Coordinator to ensure all local business office activity adheres to current policy and protocol.
• Greets clients and visitors in a warm and welcoming manner.
• Performs basic administrative front desk functions.
• Collects payments and completes required documentation, as needed.
• Communicates with leadership team members and / or others regarding day-to-day situations requiring management involvement.
• Conducts all medical records activities of the outpatient center in a manner consistent with both clinical needs and other documentation requirements.
• Conducts intakes for the purpose of opening client's medical record and provides new client orientation.
• Tracks and maintains a variety of reports in a timely, highly accurate manner.
• Responsible for tasks associated with maintaining phone system and IT equipment utilizing help desk staff.

Additional Responsibilities

Qualifications

Experience and Education

Position requires a high school diploma or equivalent, bachelor's degree in social work or a related field preferred and a minimum of two years of administrative experience in a behavioral health setting such as a hospital, outpatient clinic, or related service provider. Experience working with physicians and therapists is desirable. Must have knowledge of behavioral health terminology.

Physical Requirements

Skill Competencies