Job Description

JOB DESCRIPTION:

We are a supportive and progressive high-end mental health center with an excellent opportunity for an exceptionally organized and capable Executive Administrative Assistant. This is an immediate full-time position with opportunity for advancement in the future.

This opportunity is ideal for a master multi-tasker who is driven and motivated to be a rock star in his or her role, whose exceptional organizational skills and positive, professional demeanor will immediately improve our daily operations. You will bring your A-game, business knowledge and acumen, ability to prioritize, attend to detail, and utilize good judgment to our fast-paced and demanding environment.

As a member of our team, you will be exposed to the inner workings of a growing and highly-regarded mental health organization with opportunities to work with accomplished clinicians and academics. The Executive Administrative Assistant role goes above and beyond the typical Administrative Assistant scope. You will become the Director’s right hand and the heart of the practice’s operation. Your primary responsibility is to manage the Director’s professional and personal obligations to reduce their demand on her time and attention while also keeping daily business operations on track.

You will handle all administrative matters and become deeply involved in the practice.

We are looking for a bright and eager professional who is seeking the opportunity of a lifetime, to be part of a close-knit team and mission to provide truly exceptional care in an equally exceptional environment.

Prior administrative experience in a medical or mental health office environment is ideal, as well as prior experience as an executive assistant to a president, CEO, or director of operations.

OUR IDEAL CANDIDATE WILL:

• Be an organization freak
• Be good at what you do!
• LOVE being helpful
• Anticipate needs and be proactive with solutions
• Create long-lasting relationships with the director and team; trust and lasting relationships are important to us
• Ability to respond well to questions and seek clarification as needed
• Excellent interpersonal skills with the ability to deal effectively with patients, team members, the public, media, business professionals, government officials, and public figures
• A problem solver: able to identify and autonomously resolve problems quickly by gathering and analyzing information with skill and composure
• Positive, high-energy, “willing to do whatever it takes” attitude and self-motivated
• Cross all of your t’s and dot your I’s. Organization and attention to detail is mandatory
• Strong scheduling and calendar management skills…
• Strong billing background and excellent online biling software skills… did we mention the attention to detail?
• Ability to multi-task and manage time well in a fast-paced environment
• Flexibility to work with last-minute changes in priority (sort of like Gumby)
• Ability to pinpoint problems and find creative solutions
• Move at the speed of light (we know that’s not possible, but we try to get as close as we can)
• Last but not least, a strong passion for our team’s mission to help our patients

JOB DUTIES:

• Completion of (1-hour) certification training in HIPAA (Health Insurance Portability and Accountability Act of 1996) prior to handling patient information
• Key Holder- Unlock office at 9:30 a.m. and complete opening procedures (retrieve office mail from building mailbox, turn on lights, vacuum/empty trash, tidy magazines & pillows in waiting room, start waiting room music, stock coffee bar & beverage station)
• Intake Coordinator- Take new client calls and coordinate initial appointments with the most appropriate therapist based on the client’s presenting problem.
• Point of Contact for Director- Manage phone, email, and written business correspondence for director
• Manage patient appointments and complete daily billing through our online practice management program.
• Intelligently screen incoming calls and correspondence (be eager to learn a lot about mental health screening and practice)
• Maintain a high level of confidentiality and discretion
• Proper editing and proofreading of all written communication
• Develop and maintain administrative processes that reduce error and streamline processes
• Assist with projects, event planning, meetings, and other responsibilities that come yourway while meeting deadlines
• Manage hectic and complex calendars
• Schedule networking visits with outside mental health organizations
• Write and distribute email, correspondence memos, letters, faxes and forms among the clinical staff
• Maintain the clinical filing system
• Scan and archive closed case files according to HIPAA and California state laws
• Monitor office premises for maintenance issues. Research reputable service providers and arrange service appointments as needed (e.g., electricians, plumbers, furniture steam cleaning, etc.)
• Restock office supplies
• Maintain premises throughout the day
• Accept and unpack deliveries, break down and take out delivery boxes
• Transport outgoing packages to mailroom/shipping center next door
• Maintain a list of useful contacts and referrals for the office
• Run errands as needed to support the Director
• Provide general support to visitors when requested (e.g. provide forms and information as needed)
• Arrange and set up monthly team meetings
• Attend in-house visits, meetings, and presentations from outside mental health organizations

JOB REQUIREMENTS:

• 2+ years of experience in an administrative role. Preference will be given to applicants with:
  • Experience as an executive assistant
  • Experience within a healthcare office setting
  • Qualification in medical billing
• Excellent written and verbal communication skills are essential
• Demonstrated poise, tact and diplomacy
• Traditional, professional dress code – no facial piercings or visible tattoos
• Excellent computer skills with demonstrated proficiency in Microsoft Word, Adobe pdf, PowerPoint, and Excel
• Valid CA Driver's License
• Must successfully pass a background and credit check
• Must be 21 years or older as required by state law
• Must complete a personality, writing, and computer proficiency test

NOTE: You will be joining a team of professionals who are extremely driven to be the best at what they do—where quality is paramount. This position is not for everyone; we hold ourselves to a high standard in all that we do, and we will expect that of an Executive Admin Assistant. You must have a genuine passion to be part of our group and what we stand for, as well as an internal drive for excellence. The right candidate will be a strong communicator who is trusting, loyal, dedicated, and patient-focused with a motivation for greatness.

SALARY:

• $55,000 – $75,000, based on experience & qualifications

BENEFITS:

• Platinum PPO Medical, Dental, & Vision Insurance
• 401K

All qualified applicants will receive consideration for employment without regard to race, religion, color, age, sex, national origin, gender identity, disability status or protected veteran status. The Company will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws.

Company Description

We are a team of multi-specialty mental health providers, united in our commitment to high-quality mental health care and to helping adults, children, couples & families find greater happiness and meaning in their lives. In the last five years, we have emerged as one of the leading mental health centers in Orange County and are continuing to expand. We are looking for new, exceptional talent to join our team and enjoy the continual opportunities for growth with our wonderful group!