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ADMINISTRATIVE ASSISTANT OF OPERATIONS POSITION DESCRIPTION


POSITION TITLE: Administrative Assistant of Operations - Full Time

LISCENSED: None

REPORTS TO: Executive Director

GENERAL DESCRIPTION: The A.A. of Operations will assist the executive director and therapists in managing the office and in carrying our the Center's administrative services. This person will work closely with the Clinical Director and Administrative Assistant of Finance.

Office Management

• Makes recommendation on office policies and procedures
• Provide secretarial and receptionist duties and manages phones
• Provide administrative support for the Executive Director, staff, and Board of Directors
• Manage client intakes, handles fees, creates invoices, determines client eligibility and insurance coverage
• Supports insurance collections, filing of insurance claims, and manages discharge procedures
• Maintain Center files and records
• Assists with physical facilities management

Center Administrative Services

• Opening the Center offices and orients new and existing clients to the Center
• Assists Executive Director with Center reports, board documents, correspondence, and other materials, as needed
• Handles phone intake information, schedules first appointment, and assists new clients with intake paperwork
• Confirming intake appointments, and maintaining appointment book
• Answering the phone and responding to routine inquiries about the Center
• Taking and distributing messages for all staff
• Monitor Center office and reception area space and furnishings
• Oversees office supplies and materials, and manages office equipment
• Input and track client and Samaritan Fund client statistics
• Ability to work extra office hours
• Maintains client and marketing database
• Responsible for website and social media maintenance and updates.
• Provides administrative support for fundraising, marketing, and public relations

EXPERIENCE AND QUALIFICATIONS:

• Desired two years of college or Associate Degree in Business or preferred four year college degree
• Working knowledge of office methods, procedures, and equipment
• Ability to manage client intake, assessment, and referral procedures
• Ability to deal professionally and effectively with the public
• Ability to deal with a diversity of people in many types of crisis situations, make appropriate assessments and referrals, and recognize one's own limitations
• Ability to maintain strict confidentiality
• Skill in typing, language use, and spelling
• Skill with computers and word processor
• Commitment to accuracy and consistency in bookkeeping methods
• Skills in time management and planning
• Ability to take initiative and work independently
• Ability to manage a wide variety of activities and functions
• Ability to create a hospitable and smoothly functioning environment for staff, clients, and visitors to the Center
• Ability to interpret the mission of the Center to others
• Knowledgeable in QuickBooks, MS Outlook, MS Office Suite
• General knowledge and understanding of website and social media operations
 
You don't have a soul. You are a Soul. You have a body.
– C.S. Lewis –
 
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